Operations & Office Manager
Bold Real Estate
Total years of experience :10 years, 5 Months
• Organizing and improving operational management systems, processes and best practices
• Ensuring office financial objectives are met by managing budgets and forecasts
• Developing standards and promoting activities that enhance operational procedures
• Managing relationships, contract and price negotiations with vendors ensuring all items are invoiced & paid on time
• Responsible for recruiting staff and providing orientation and training to new employees
Temporarily Restructuring Project
• Studied the company’s data & structure looking for weak points
• Hired new employees to fill new positions
• Assessed employees and initiated complete new job descriptions providing necessary trainings
• Organized and improved operational systems and processes to reduce cost and benefit from employees’ time
• Made new vendors’ agreements to reduce cost and upgrade quality
• Initiated a customer service system to digitally centralize data and ensure customer satisfactory
• Updated 500+ clients’ data reflecting current status and automating follow up
• Reduced clients’ loss by around 70%
• Worked on a complete new corporate identity with all related documents (Offers, quotations, & renewal contracts) in Arabic and English
• Process was implemented in company’s new branch in Egypt
• Sales deals that have been closed have guaranteed a total sales increase of 15 & 20% from year to year
• Created and implemented marketing plans and strategies that reflect company’s vision, expand brand awareness, and obtain right access to targeted audience.
• Strengthening relations with existing and new key clients to maintain current contracts and secure potential ones.
• Improving company’s processes and creating new tools, forms, and manuals.
• Handling all administrative chores, arranging payments collection from clients, managing the office boy and his daily duties
• Preparing all processes for submission (NSSF, ToS, Clearance, VAT) and explaining them to clients
• Arranging and handling exhibitions with all related requirements (brochures, stand design, contacting organizers, etc…) and sorting outcome to optimize business
Project Administrator
• Used project management tools to monitor working hours and reports.
• Collected data (quotations, workload, contracts conditions, etc…) in order to create projects’ opportunities in ChangePoint system & used their details to prepare fortnightly report for slotting/resources allocation meeting.
• Led slotting / resource allocation meeting attended by delivery management team, updated ChangePoint based on minutes of meeting & generated updated report to be used for capacity planning & pipeline / funnel management.
• Followed up closely on TimeSheets of 58 resources in 5 different countries in order to meet deadlines of sending related reports to Financial Controllers & Regional Management (Africa & Middle East).
• Accurately entered consolidated data of every project in ChangePoint to enable building projects, setting budgets & expenses, tracking resources time, etc…
• Issued Purchase Orders & got related approvals in the system. Followed up to ensure suppliers on time payments to avoid material delivery delay and service interruption.
• Worked closely with shipping carriers, company’s global customer service team, company’s worldwide delivery team, inspection entities, and insurance agencies to be able to issue all shipping documents (invoices, packing lists, certificates of origin, insurance, inspection certificates…) are ready for on-time delivery to end customers in worldwide.
Administrative Assistant
• Kept personnel records accurately up to date.
• Dealt with correspondence, complaints, & queries.
• Partnered with HR to maintain office policies as necessary.
• Managed relationships with vendors & service providers.
• Organized travel arrangements, related accommodation & transportation for management & project staff.
• Handled general office operations including payroll, supplies, and other administrative services.
• Supervised and trained office staff and delegated assignments to ensure maximum productivity.
• Processed resident visas; visas to countries abroad, and TECOM No Objection Certificates (NOC).
• Served as the main person for mail, shopping supplies, equipment, bills & errands.
• Managed vendors’ invoices to assist the accounting department reduce expenses and expedite payments.
• Processed managers and office expenses; prepared cheques or wire transfer.
• Maintained a filing system, office supplies, office cleanliness.
Project Coordinator (reporting to the Operations Manager)
• Consolidated projects data concerning milestones, key issues, risks, & costs to be presented in weekly meetings.
• Tracked tasks, action plans, & TimeSheets of 9 resources across the region & prepared related visual dashboards.
• Used templates & guidance from legal team, action plans from operations, & contractual commercial terms from sales & finance to prepare contracts between company & channel partners and followed up to get them renewed on time.
• Used my linguistic skills in Arabic & English to check translation of brochures related to projects & products.
HR and Administrative Assistant (reporting to the HR Manager)
• Used TECOM (Freezone Authority) online system to process all types of visas, contracts, & certificates.
• Was responsible for employees’ files, presenting pre-induction procedures of new joiners, paper work & administrative tasks related to end of service.
• Assisted in searching, studying, & adopting a medical insurance plan that suits company’s budget & employees’ needs.
• Handled tickets, hotels reservation, and all related expense claims.
(Reporting to the CEO)
• Supervised all daily operations of company’s 5 branches (Lebanon, Kenya, Sudan, Turkey and Egypt) with Dubai
Immigration, Emirates Airlines and Marhaba Service (Dnata).
• Identified time waste in work process, designed a complete solution which included creating a software system, worked
closely for 7 months with software specialists and programmers to create the needed system and implemented it in daily
work process to save 22% of time spent on visas processing.
• Created a workflow manual including procedures, policies, and work ethics which was used to personally train 21 new
hires. The manual was distributed to employees in all branches to be used as a
GPA: 3.85/4
IATA: graduated with the 2nd place in lebanon
BT3 in Accounting and Informatics Diploma
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