Office Manager for President & Executive Chairman
Al Faraa Group
Total years of experience :24 years, 8 Months
• Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintains office staff by recruiting, selecting, orienting, and training employees.
• Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Contributes to team effort by accomplishing related results as needed.
• Communicating with customers / exporters to figure out requirements and presenting appropriately to make an effective sales plan and present adequate data for import strategies and possibilities.
• Maintaining and developing relationships with existing customers/ exporters via telephone calls and emails.
• Searching via internet for new potential customers / exporters and contact them through emails and phone calls.
• Arrange meetings with potential customers / exporters to prospect for new business.
• Handle all phone calls, fax, and mail addressed to CEO.
• Full secretarial tasks handling for CEO including accurate and full arrangements for business travel, bookings, transports and accommodations. And arranging for any visa requirements.
• Plan, prepare for and organize meetings with internal and external parties.
• Organizing travel plan, meeting schedule and relevant arrangements for external conferences attended by CEO.
• Planning for new markets import potentials and coordinate for execution.
• Negotiating the terms of an agreement and closing sales/import operations.
• Gathering market and customer information.
• Perfect awareness of all the accounting process involved with the sales and import operations and the sub process included: Such as customers' accounts, exporters accounts, bank accounts, insurances’, logistics’ and custom's clearing accounts …etc.
• Maintaining a comprehensive daily diary for CEO.
• Prepare adequate presentations and business reports about all the operations involved in imports and sales.
• Collect and present information timely and accurately.
• Executing personally some activities on behalf of the CEO upon request and supervision.
• Maintaining office filing systems.
• Translate all of the CEO confidential /regular correspondences from Arabic to English and vice versa.
• Supervising work flow at different departments.
• Supervising office staff ensuring tasks assigned is being done effectively and accurately.
• Assisting in putting job descriptions for staff and interviewing candidates and assisting in selection.
• Setting goals to be achieved with profitability, and supervise the execution process.
• Develop sales activities, monitor improvements, control balance between costs and sales price.
• Making accurate, rapid cost calculations and providing customers /managements with quotations.
• Regularly hold meeting with sales team to build motivation and improve sales skills.
• Provide senior managements with market performance.
• Keep contacts with clients ensuring high level of satisfaction.
• Responsible for the planning, recruitment, direction, organization and control sales representatives to accomplish specific objectives.
• Plan and implement a specific appraisal system that describes the responsibilities and performance standards for each member of the sales team.
• Personally observe the daily performance of sales representatives in the field.
• Resolve customer complaints regarding sales and service.
• Determine price schedules and discount rates.
• Review operational records and reports to sales and determine profitability.
• Consult with CEO for a marketing plan according to gathered customer requirements.
• Establishing, maintaining and expanding customer base.
• Servicing the needs of existing customers.
• Increasing business opportunities through various routes to market.
• Dealing with some major customer accounts.
• Collecting customer feedback and market research.
• Keeping up to date with products stock, warehouse and competitors.
• Manage and supervise the team work assigned to import operations.
• Maintain daily communication with existing suppliers and build new business relations with potential new suppliers
• Liaising with the Warehouse, Sales and other relevant departments to determine items to order.
• Negotiate and finalize import contracts including price, costs, delivery and specifications.
• Taking charge of logistic tasks such as Inquire and negotiates freight quotations with shipping lines till logistics contracts are finalized.
• Preparation of Marine Insurance Covers; supervising the process of achieving insurance requirements according to policies for imported shipment.
• Revise and approve import documents.
• Holding accounts books for all the process of import procedures with accurate analysis.
• Taking charge of the banking procedures; processing of suppliers payments.
• Expediting/routine follow up on status of goods to ensure that suppliers meet delivery promises.
• Liaising with Clearing Agents on cargo clearance with Customs.
• Arrange / supervise and follow up transport process from port of discharge till delivery at warehouse.
• Follow up inspection of goods received.
• Notifying Suppliers on short-shipped, over supplied and faulty items received and taking the necessary action.
• Filing and keeping records of all imports documents.
• Updating of imports register and emailing consignments status reports to the M.D., Warehouse and Sales Department.
• Export Documents Preparation when requested by clients.
• Instant calculating of a prospective price for imported goods in view of costs and market circumstances.
• Recording sales information, sending copies to the sales office and entering figures into a computer system.
• Respond promptly to customer inquiries about pricing and delivery by telephone.
• Handle and resolve customer complaints.
• Set up new customer accounts and manage existing accounts.
• Process orders, forms, applications and requests.
• Record details of inquiries, comments and complaints.
• Maintain customer databases.
• Communicate and coordinate with internal departments.
• Provide feedback on the efficiency of the customer service process.
• Complete awareness of customer's accounts process with primary accounting skills.
• Excellent follow up to company bank accounts.
• Provide office coverage of daily functions (create invoices, Payments, etc...).
• Making daily / monthly reports for sales operations.
• English languages translator
• Private English language teacher for primary, preparatory and secondary levels.
• English Language special Training Courses Instructor for aged learners.
• Private English Language courses, From Beginners to Advanced for young and adult learners
• Planning, preparing, and delivering English language classes for Conversation and Business Classes
• Teaching preschool children the basics of English
Graduated
Graduated