Administration/Office Manager
Milestone Landscaping LLC
Total years of experience :17 years, 6 Months
• Contribute to effective implementation of Customer database which streamlined the company’s contact management activities.
• Responsible for monitoring the Vehicle registration, Salik and insurance renewal, Trade and commercial license, Medical Insurance, Public Liability and Fire Insurance.
• Monitoring the monthly Employee visa, Labour card and passport renewals.
• Support and actively participate in delivery of the Company Policy.
• Document and file all company correspondence, efficiently handling to Clients queries and complaints.
• Responsible for Employee 201 Files.
• Assisting all the Department with daily queries which require interaction with Higher Management.
• Support and actively participate in delivery of the Company Policy.
• Responsible for monitoring, procurement of Office and Pantry supplies.
• Responsible for ensuring that all pertinent document and reading materials of office are properly kept.
• Responsible for the full secretarial function to CEO.
• Manage the CEO appointments, calendars and travel arrangements.
• Established/updated comprehensive database and mailing list.
• Assuring the neatness of the Company inside and outside by supervising the office boy
Monitoring systematic maintenance and updating records to ensure efficient retrieval of required documents as and when required.
Liaising with Ministry of Finance Back end team to ensure Activation of Issued Labour Guarantees to ensure Customer Satisfaction.
Identify bugs/flaws in operating system and procedures and propose improvement to enhance efficiency.
Monitor the Turnaround Time (TAT) of all processes, ensuring Customer Satisfaction and Company’s Policy.
Arrange and check daily cash collection and prepare follow up documentation.
Calculation commission for transactions made from business partners and closely monitoring the receivables.
Preparing Daily and Monthly MIS for Business monitoring.
Monitor all related financial transactions in ERP.
Reconciling account statement of all the business partners and following up for pending receivables if any.
Updating all the business partners regarding changes in Company policies from time to time.
Maintain good relations with vendors and negotiate on price and service levels.
Closely monitoring the Performance and Work timings of all the reporting Staff and preparing appraisal reports yearly and as and when requested by the Management.
Ensure proper discipline is maintained during Business Hours.
Hiring New Staff and updating their Job Responsibilities.
Carrying out training and development of staff in the department
Independently authorize transactions relating to the issuing of Labour Guarantees.
Ensure required signatures are in place and accurate data is input into the MOHRE (Ministry of Human resources and Emiratization) system and accounting entries into ERP system.
Process refunds and cancellations and dispatch refund orders.
Arrange and check daily cash collection and prepare follow up documentation.
Coordinate with Business Centre’s and liaise with MOHRE and Immigration on a regular basis.
Monitor all related financial transactions in ERP.
Assist in cash collection from Outlets in coordination with collecting agency.
Monitor cash shortages, reconciling statements and following up for cash recovery.
Ensure correct and secure storage of all sensitive items and documents at all times.
Deputize the Supervisor as and when required.
Preparing and receivable invoices to the Client/ Consultants as per the Work Progress at site.
Maintaining a record of payment received and pending payment from the Client.
Meeting with Client/ Consultant to sort out discrepancies in payment or any other issues.
Arranging quotations for sub-contract works to be carried out at site as per project requirement.
Negotiating the prices, finalizing the sub-contractor and issuing sub-contract agreement/ Letter of Intent/LPO.
Following up with Clients regarding outstanding payments and other issues from time to time.
Liaising with Dubai Municipality for Completion Certificate, NOC etc.
Preparing monthly progress reports for Client and Weekly reports for Management.
Preparing/ Issuing Payment Certificate of Sub-contractor related payments for the work done at site.
Distribution of incoming Emails/ Faxes to the concerned department.
Liaising with Transport Coordinator for collection of documents from Client/ Consultants offices.
Attending Meeting and preparing minutes and ensuring timely distribution of the same.
Arranging Hotel bookings, Visa and travel requirement for top management officials.
Looking after Employee related payments (Re-imbursements) & maintaining records.
Scrutinizing the claims as per the Company’s HR policy.
Handling Payments related queries.
Intimating the Employees about the credit given to their Bank accounts.
Reconciliation of Corporate Credit Cards on monthly basis.
Generating MIS reports.