office administrator
Intuitive Education Consultants
Total des années d'expérience :8 years, 5 Mois
• Provide secretarial and administrative support to the companies and its parent company.
• Manage diaries, answer phones, route calls and take messages as required
• Prepare and type documents and correspondence as requested
• Manage the office budget including the ordering and maintenance of the stock of office supplies
• When necessary, liaise with clients should any queries arise
• Set up and arrange meetings with clients when necessary
• Organize company meetings and conferences.
• Prepare Board papers and Agendas in proper formats, IT equipment, refreshment and catering services to support such associated meetings and conferences
• Provide all administrative support for Staff Development requests (e.g.
• Approval, travel arrangements, expenses etc.)
• Develop and maintain the company calendar including monitoring leave allocations
• Manage company time sheets and project/time/profitability analysis
• Provide HR Administration for company as defined in the document HR Policy and Procedures
• Provide GL Administration support as requested
• Perform internal audits on all cash transactions to highlight inaccuracies, potential theft and recommend and implement
• Improved controls
• Update the company Organization description document as required, in consultation with the Chief Executive Officer and other managers and ensure that job descriptions for staff are up to date and in place
• To oversee the advertising of all vacant positions and the efficient sifting and liaising with candidates
• To liaise with all new Overseas hire staff and walk them through the hire process - overseeing the production of contracts, arranging visas, booking flights, overseeing their arrival in KSA and the subsequent obtaining of their iqamas etc.
• This also includes answering any number of questions from the staff on all matters relating to KSA and the School
• To provide advice and guidance to the CEO and all other line managers on all HR related matters including staffing, grievances, disputes, absences, disciplinary and capability issues.
• To ensure that all staff related policies and procedures are up to date
• To oversee the annual renewal of iqamas for overseas hire staff and their dependents, the process of obtaining family visit visas for overseas hire staff and the process of obtaining exit/re-entry visas for overseas staff
• To lead on and undertake any HR related projects e.g.
• Job evaluations and policy and procedures reviews.
• To oversee the administration of all staff related insurance policies.
• To oversee the production of all contracts, including new hires and the annual renewal of all contracts
• To provide any ad-hoc letters as requested by staff e.g.
• Mortgage statements and letters to confirm employment
• Review current HR technology and recommend more effective software (including SMACC)
• To analysis and produce HR data and statistics as requested
• Achievement of internal KPIs for business development, revenue delivery and client satisfaction
• Consistently demonstrate alignment with company values
Duties as HR
• Reviewing resumes and applications
• Conducting recruitment interviews and providing the necessary inputs during the hiring process
• Designing compensation and benefits packages
• Implementing performance review procedures (e.g. quarterly/annual and 360° evaluations)
• Developing fair HR policies and ensuring employees understand and comply with them
• Implement effective sourcing, screening and interviewing techniques
• Assess training needs and coordinate learning and development initiatives for all employees
• Monitor HR department's budget
• Act as the point of contact regarding labor legislation issues
• Manage employees' grievances
• Create and run referral bonus program
• Working with recruitment agencies to source for candidates for specific job positions
• Maintaining HR records, such as those related to compensation, health and medical insurance
• Managing workplace safety issues
• Preparation of salary statement
• Handling the full and final settlement of the employees
• Community initiatives programs - organizing and participation
• Preparing and submitting all relevant HR letters/documents/certificates as per the requirement of employees in consultation with the management
• Preparing and processing timely distribution of salary, bonus, increment salary slip, accrued leave balance and full and final settlements
• Recording, maintaining and monitoring attendance to ensure employee punctuality
Duties as Accountant
• Prepares Financial Forecast for 3 to 5 years
• Maintain record of petty cash
• Maintains accounting controls by preparing and recommending policies and procedures.
• Guides accounting clerical staff by coordinating activities and answering questions.
• Secures financial information by completing data base backups.
• Prepares payments by verifying documentation and requesting disbursements.
• Prepares financial reports by collecting, analyzing, and summarizing account information
• Maintains employee's information confidence and protects operations by keeping financial information confidential.
• Prepares payroll for the employees.
• Accomplishes the result by performing the duty.
• Provided extensive clerical and administrative support to department staff.
• Generated reports detailing various account information.
• Documents financial transactions by entering account information
• Summarizes current financial status by collecting information; preparing balance sheet, profit and loss statement, and other reports.
• Maintains accounting controls by preparing and recommending policies and procedures.
• Secures financial information by completing data base backups.
• Maintains financial security by following internal controls.
• Accomplishes the result by performing the duty
•Provide administrative and clerical support to departments or individuals.
•Check for accuracy and edit files, like contracts •Review and update technical documents (e.g.
•Manuals and workflows)
•Distribute project-related copies to internal teams
•File documents in physical and digital records •Create templates for future use
•Retrieve files as requested by employees and clients
•Manage the flow of documentation within the organization
•Maintain confidentiality around sensitive information and terms of agreement
•Prepare ad-hoc reports on projects as needed •Schedule Meetings.
Prepare minutes of the meetings
• Arrange bookings for travelling.
•Submit the weekly report to the higher management.
•Discuss the daily task with the Manager.
•To send invitations to the members of the board for the meeting.
•Check the paperwork.
•To ensure all the work assigned has been done.
•Study the New Projects.
•Attend all phone calls, check emails on a daily basis.
•Check the work of other assistants.
•Maintain different folders for payments, expenses, invoices etc.
•Answer and screen telephone calls, and respond to emails, messages and other correspondence.
•Operate and maintain office equipment.
•Manage busy calendar, meeting coordination and travel arrangements.
•Professionally greet and receive guests and clients.
•Ensure efficient and effective administrative information and assistance.
• Maintain hard copy and electronic filing system.
• Sign for UPS/Fed Ex/Airborne packages.
• Prepared and organized paperwork and other materials as needed for meetings, conferences, travel arrangements and expenses reports.
• Maintained office scheduling and event calendars.
• Composed, typed, and distributed meeting agendas and minutes, routine correspondences and reports.
• Set up and handled incoming mail and office filing systems.
• Collected and coordinated the flow of internal and external information.
• Managed office equipment and office space.
• Established the administrative work procedures for tracking staff's daily tasks.
Central Board of Secondary Education International Indian School, RIYADH, KSA.