Office Manager
LBC International Building Contracting LLC
Total years of experience :5 years, 5 Months
• Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.
• Coordination with Engineers and labors on the construction project, preparing the weekly performance report and tracking on the all project improvement
• Placing the purchase order for construction material and supply
• Requesting DM approvals for construction, following up with DM for approvals and instruction
• Mailing final quotation to the client related to consultations, following up with clients and construction department regarding quotation and enquires.
• Maintaining the system to file quotations, approvals, materials stock, labor’s details project details and enquires
• Ensure filing systems are maintained and up to date
• Coordinating and overseeing Accounts, HR, Administration and Engineering department on assignments, project.
• Overseeing HR activities, including posting adds, Analysing staffing trends to project future needs/resource commitments-Screening, Hiring & short listing of the candidates as per the requirement.
• Documentations of the new joiners -Arranging the induction program for the new joiners.
• Maintained the attendance of the employees, exit formalities entailing accepted resignation letter, provided experience & relieving letters and releasing FnF cheque & leave encashment, maintained the personal files of the employees.
• Organized Employment visa, medical test, medical insurance and bank account for employees
• Organized sports, festival functions, various events and other awareness programs aimed at enhancing the sense of bonding and oneness among the employees
• Provided secretarial support involved handling communication, maintenance of reports, documentation, email, handling of top & confidential correspondences, documents flow, screening telephone calls, attending visitors and directing various queries to relevant departments.
• Organizing office and designing systems to maximize operations and managing the entire spectrum of activities across providing facilities support to all the office staff and handling petty cash along with general accounting operations
• Responsible for attending meetings, taking down the minutes and reports of the meeting and ensuring timely submission of reports and presentations and providing effective support to services for achieving the organizational & administrative vision.
• Scheduled appointments & meetings & maintained calendars up-to-date.
• Organized travel and Visa (domestic/international)
• Rendering back office support for successful organization and execution of events.
• Provided support to the quality department by conducting internal ISO 9001 audits. Follow-up of audit non-conformance closure.
• Coordinating with all department representatives for the Quality Management Review Meeting
• Carried out financial transactions such as Draw downs, cash transfers, invoice discounting, WPS, LC/LG/SG transactions, Trade opening account, etc.
• Coordinated with various departments to ensure that transactions such as guarantees / opening of LCs / disbursement of loans and transfers of amounts to client’s business partners are concluded in a smooth manner,
• Steering efforts in promoting company’s businesses by harmonizing internal and external relations,
• Providing secretarial support involving handling of top and confidential correspondences, and directing various queries to relevant departments,
• Fixed appointments and meetings, kept calendars up-to-date, prepared a synopsis of reports and presentations received from officers as well as prepared Minutes of Meetings; drafted and finalized meeting agendas and circulated minutes of meetings and resolutions etc.,
• Scheduled appointments, organized travel (domestic and international), accommodation and arranged travel tickets/hotels/VISA/Foreign Exchange,
• Rendered back office support for successful organization and execution of events.
• Analysed staffing trends to project future needs/resource commitments; and screened, shortlisted and hired candidates as per the requirements of the organization,
• Prepared offer letters for prospective employees, and documented new joiners and arranged their induction programs,
• Maintained the personal files of the employees, evaluated their performance and processed their annual appraisals.
• Arranged for training programs for the employees as per their need,
• Maintained the attendance of employees and calculated and processed their leaves and salaries.
• Prepared No Objection Certificates and salary certificates for employees upon their request.
• Initiated exit formalities for former employees which entail the accepting resignation letters, providing experience certificates and processing end of service benefits,
• Liaised for the issuance and renewal of employment visas and medical insurances for employees,
• Organized sports and festival functions, various events and other awareness programs aimed at enhancing the sense of bonding among the employees,