Office Manager / Admin Assistant
TRACCS KSA
Total years of experience :17 years, 5 Months
Responsible for overseeing the smooth running of the office and all the administrative systems within it. Also in charge of establishing and enforcing office policies and procedures, and for working with the management team on ad hoc tasks as required.
Duties:
• Managing, Scheduling, Coordinating Office functions and activities for forty-person office.
• Managing the reception area to ensure effective telephone and mail communications to maintain professional image.
• Controlling expenses and preparing expense reports, managing petty cash.
• Ensuring that office stationery and consumables are readily available and stocked.
• Maintaining office and kitchen supplies & ensuring all areas are presentable.
• Maintaining the condition of the office and arranging for necessary repairs.
• Managing relationships with vendors, service providers, ensuring that all items are invoiced and paid on time.
• High levels of integrity & professionalism in transactions & conduct with suppliers.
• Selection of appropriate supplier and negotiating with suppliers.
• Negotiating the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Review all contracts/agreements to achieve “best price/best quality” purchasing.
• Interaction with, Finance Dept to release the payment to the suppliers as per supply terms.
• Organizing the travel and accommodation arrangements for the group.
• Coordinating company events & activities including lunches, events, celebrations, and after work parties.
• Responsible for the arrangements and preparation for meetings; ensuring agenda’s are sent out; catering supplies and special requirements are met.
• Scheduling and coordinating the logistics of meetings, interviews, appointments, events and other similar activities for supervisors, as well as coordinating travel and lodging arrangements.
• Preparing memos, reports, presentations, expense reports, quotations and following up with the clients.
• Responsible for new computer refreshes, data migration, installing software on DELL desktops, laptops and Nortel/Avaya phone systems on an XP platform using MS products and Active Directory.
• Performing diagnostics and troubleshooting of system issues, documenting help desk ticket /resolutions, and maintaining equipment inventory lists.
• Monitoring of staff timesheets time in lieu and holidays, Preparing staff monthly attendance report.
• Preparing paperwork for hires and terminations.
• Conducting orientation of new staff members.
• Ensuring that any concerns or complaints are dealt appropriately.
• Provide high-level administrative support to CCO and other members of executive management team.
• Maintain CCO’s calendar -- plan and schedule meetings, teleconferences and travel.
• Prepare meeting agendas and collect related material, take and record minutes of meeting.
• Coordinate and facilitate the CCOs calendar to arrange appointments, meetings, and conferences.
• Draft and edit executive-level presentations, memorandums, and correspondence.
• Prepare Monthly Executive Report and Presentation.
• Prepare business documents and correspondences, often corresponding on behalf of Manager.
• Research, compile and prepare confidential and sensitive documents, brief the executive regarding contents.
• Arrange business travel and complete lengthy expense reports for international and domestic trips.
• Manage multiple administrative projects simultaneously, and monitor progress to ensure deadlines are met.
• Receive and screen incoming calls and visitors, determine which are priority matters, and alert the CCO accordingly.
• Prepare letters as instructed and in accordance with precedent and direct mails to staff members for their action.
• Review, proofread, and edit documents prepared for CCO’s signatures
• Take and transcribe dictation on technical and confidential matters from the CCO as required.
• Recommend actions to be taken on office expenditures such as equipment and supply needs.
• Compile and maintain records, statistical information, and reports.
• Study the reports received, check and compare with previous reports and other data, and bring to the attention of the CCO significant items, changes, errors or omissions.
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organize documents; handle some matters personally and forwards appropriate materials to the CCO and staff.
Key Responsibilities Handled:
• Keep track of the CEOs afiliations and memberships.
• Manage and support the Ofice of the CEO.
• Time & Diary management, taking minutes at meeting.
• Travel Arrangement, Hotel reservation & issuing tickets.
• Handling internal & external communication.
• Scheduling internal & external appointments with customers, business management team and suppliers.
• Welcome visitors & forward them to appropriate person, take messages, handle & screen incoming phone calls.
• Prepare MDSNS and MDILS for all shipments, responsible for AR, MDMA & MDNR Registration.
• Coordinate with the HR-Manager in payroll (arrange deductions and allowances).
• Process leaves (Annual Vacation/Medical Leave/Emergency Leave).
• Prepare Job ofer letters & Employees Contract letters as per company policy.
• Searching for potential candidates from all recruitment sources, as per the requirement of Managers.
• Filter, screen, and short list the CVs and applications and sending the CVs to the Manager for review.
• Conduct initial interviews with some of the candidates.
• Prepare LCs and TT Payments for all the suppliers (Riyadh, Samba And NCB Bank).
• Preparation of Quotations, Purchase orders, Verification of Credit and Cash Invoices.
• Verification of Shipping Documents and Customs Clearance.