Administration Manager
Jobeco Group
Total years of experience :13 years, 11 Months
Executing, monitoring and assisting all projects of the Managing Directors.
Managing and monitoring company’s Administrative, Accounting, HR & Finance functions including financial accounting & management reporting.
Lead the administration team to deliver a maximum productivity & premium service experience through delegating assignments, developing SOPs, implementing and reviewing tactical and operational plans in compliance with the organization's strategic goals, policies, procedures, budgets and deadlines.
Manage, coach, collaborate and mentor team members to cultivate a positive cultural and safe working environment.
Act as a key point of contact between all departments, employees, logistics, distribution & order management team in order to meet deadlines & achieve targets.
Manage office services by ensuring office operations, security, integrity, the confidentiality of data and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and clerical functions are properly assigned and monitored.
Build relationships with internal stakeholders and external trading partners to ensure a seamless experience for customers.
Coordinate office maintenance requirements in compliance with occupational health and safety protocols.
Strong organizational, management, analytical & planning skills and ability to multi-task and prioritize work in a fast-paced environment.
Verify and ensure the completion of standard requirements of the orders received and booked in Exact Globe, SAP ERP software i.e. Material Description, Quantity, Month Shipment, Amount, Currency, Spot rates, terms of credit, Letter of credit, Shipping Conditions; Incoterms, insurance coverage etc to determine compliance with established standards and custom clearing procedures in adherence with the export control requirements.
Meeting deadlines for order bookings, invoicing, amendments, tracking, delivery and sales recognition with adherence to internal control and guidelines.
Enhance productivity of Order Management by identifying and monitoring WIP balances and ensure timely implementation with key user support.
Prepare, plan and update weekly, monthly logistics schedule to assure timely deliveries.
Solely responsible for the end to end order process including order in hand, committed cost, profitability margin, variance investigation & analysis, Inventory Reports, Batch Reports, Aging Stock Reports, BBD Reports, Sales Reports, Crystal Reports on a daily, weekly & monthly basis.
Assign correct reason codes for root cause analysis on all Key Performance Indicators - KPI.
Prepare monthly, quarterly & annually Financial Statements, Cash Flow Statements, Debit & Credit Memos, Receipt & Payment Vouchers in compliance to local statutory as well as corporate reporting requirements.
Maintain highest quality standards, follow up and reconciling system on accounts receivable A/R and accounts payable A/P.
Overseeing the budgeting and bookkeeping activities, including payroll, collections, bank reconciliation, accounts reconciliation, government remittances, and financial reporting.
Possess high level skills in using databases such as CRMs to extract and manipulate data, creating complex spreadsheets to produce detailed reports.
Assisting the Human Resources department with the recruitment & selection process and provide orientation and training to new potential employees for the administration department.
Responsible for job postings on various job portals, screen and shortlist candidates for interviews.
Maintain staff files, process payroll through wage protection system WPS, record and monitor staff leave and absence reports.
Assist PRO with online visa applications, visa renewals, Medical tests, ID Cards, health insurance, Office access cards, License renewal, Lease renewal, insurance renewal, establishment card renewal etc.
Overall managing and supervising company’s Accounting and Administrative functions including financial accounting, monitoring & management reporting.
To provide all the necessary information to General Manager.
Preparing Inquiries, Quotations, Sales orders, Purchase orders, Invoices, Outbound Deliveries, Credit and Debit Memos, Receipt and Payment Vouchers, Financial Statements.
Preparation of Trial Balance, Financial Statements, and Cash Flow statement.
Verify term of credit, such as amount, insurance coverage, and shipping conditions to determine compliance with established standards,
Coordination with supplier and bank for an effective execution of the shipment,
Follow up on shipments and timely arrangements of shipping documents for the port clearance,
Raising accounts receivable invoices and follow up on the sales,
To generate accounts payable and monitor accounts,
Responsible for the bank financing and all liaisons with banks,
Prepare monthly bank reconciliation,
Respond to customers’ complaints and resolve issues confidently,
Submits orders by referring to price lists and product literature,
Preparation of JV’s, PV’s and ensuring the correct posting of vouchers into the Accounting system.
Maintains customer confidence and protects operations by keeping financial information confidential,
Ensure customer service satisfaction and good client relationships,
To carry out other tasks and assignments given by the management based on the requirements of the organization from time to time.
Performing all accounting related activities including funds, financial operations, payroll, postings of all transactions in accounting system, managing finances, calculating expenses, handling petty cash, receipts and payment, cash flow, bank reconciliation, medical and insurance statements.
Prepared official correspondences, Quotations, Invoices, Delivery Notes, Receipt and Payment Vouchers, Purchase Order, Financial Statements etc
Filing, archiving, photocopying, scanning and faxing documents.
Entered data and maintain database of potential customers.
Answering and resolving customer queries in a courteous and confident manner.
Arranging and keeping a record of all outgoing courier, invoices and collections.
Professional in air tickets booking, hotel reservations, vehicle hiring etc.
Coordinating with PRO for issues relating to new visas, residence visas, renewals, Emirates ID through EDNRD online portal.
Maintaining timesheets, leaves, joining or exit reports of employees for monthly payroll action.
Arranged training for the company and HP (Hewlett Packard) IT courses.
Prepared presentations, lectures and assignments for the students.
Kept attendance, assignments, projects and examination paper records confidential and up to date.
Arranged and maintained Lecture Halls, Computers, Printers, Multimedia projectors, flipcharts etc.
Maintenance and repair work of all brand computers, printers etc.
Store and retrieve data on computer and secure backups.
Installation of Windows, MS-Office, Antivirus and other software as per requirements.
General ad-hoc duties such as ordering stationary, office equipment, refreshments for students etc.
Answering & dealing with incoming & outgoing telephone calls.
Received and processes incoming & outgoing mails.
Prepared reports of business transactions & kept the account information updated.
File correspondence and other records.
Master of Business Administration
Bachelor of Commerce
Diploma in Information Technology
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