Management Coordinator
Al-Shaymaa (Pvt) Ltd
Total years of experience :12 years, 8 Months
• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes.
• Receive and screen phone calls and redirect then when appropriate.
• Handle and prioritize all outgoing or incoming correspondence (email, letters, packages etc.)
• Make travel arrangements for executives.
• Handle confidential documents ensuring they remain secure.
• Prepare invoices or financial statements and provide assistance in bookkeeping.
• Analysis financial data, employee evaluations
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost- effective orders.
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned
• Supervise and manage all day-to-day office administrative / HR activities.
• Fully Handling Setting up new Office & Office shifting in new location.
• Manage Cooperate Clients & Office Administration, Courier & Dispatch (Inward / Onward / Outstation) / also making record of local maintaining.
• Maintain administrative staff by recruiting, selecting, orienting, time & pay roll management and training employees; maintained a safe and secure work environment; developed personal growth opportunities.
• Purchase printed materials and forms by obtain requirements; negotiating price, quality, and delivery; approving invoices.
• Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results
• Keeping records of Visiting Cards, Utility Payments, Printing of Stationary.
• Maintaining record of AMC (Computers, Cars, Etc) & taking care of corporate office & Branch Office.
Updating Assets List of the company.
• Preparing MIS and following up with the Business Development Manager.
• Issuing Offer Letters, Appointment Letters, Transfer Letters & Confirmation Letters
• Taking Exit-Interview and issuing reliving letters & full and final statement of existing employees.
• Participating and Discussing with CEO regarding the new policies.
• Maintaining the records of the employee by maintaining their personal file.
Handling recruitment through various streams like Naukri, Rozee.pk, indeed, Mitula, Mustakbil Etc.
• Coordinating with Travel Agencies for Airlines & Railway bookings, Hotel bookings & Car arrangements for employees & guest
• Assist CEO in all new projects, Analysis customer needs & plan out project according to their requirements.
• Coordinate with existing clients for smooth business.
• In short responsible for all over operation / marketing / Technical support Manger.
• Assist in full compliance of financial activities, financial recording/reporting system and audit follow up with ILO rules, regulations, policies and strategies.
• Assist in Continuous analysis and monitoring of the financial situation, presentation of forecasts for development and management projects.
• Assist in elaboration of the framework and conditions of contributions agreed with donors.
• Assist in routinely monitoring of financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors and other PCLU staff at Country Office of the results of the investigation when satisfactory answers are not obtained.
• Assist in financial resources management through planning, guiding, controlling of the resources in accordance with ILO rules and regulations.
• Assist in preparation and monitoring of budgets of management projects.
• Assist in elaboration of the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded, travel claims and other entitlements are duly processed, receipting of goods and services and establishment of accruals are properly done in compliance with ILO policies and procedures
