Office & HR Manager
COSMIX FZC
مجموع سنوات الخبرة :11 years, 7 أشهر
Administration:
*Maintain executive’s agenda and assist in planning appointments in his calendar, board
*meetings, conferences etc.
*Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
*Make travel and hotel arrangements for executives during their business trips and locally for their guests.
*Handle confidential documents ensuring they remain secure.
*Prepare the minutes of the meeting and share across the team. Timely follow up on the actions to be taken.
*Manage utilities service agreements for office operations.
*Maintain documentation on insurance, including office equipment and property.
*Manage project office inventory and monitor office equipment, ensuring regular physical audits are conducted and that that inventory is properly marked.
*Monitor & maintain contracts, soft and hard copies.
*Maintain records and proper follow up on trade license, office tenancy contact, health insurance, office insurance and other official documents.
Human Resources:
*Maintain records of the IT assets provided to employees and fill the HR Form.
Implement recruitment of short and long term personal through collection and verification of candidate documentation
*Organize and participate in review of job applications, candidate shortlisting, and interviews.
*Check professional references and prepare job offers and job description of the candidates.
*Ensure recruitment and personnel actions are compliant with Cosmix policies and procedures, contract requirements, UAE Labor regulations, and UAE labor law.
*Maintain management guidelines by preparing, updating, and recommending human resource policies and procedures.
*Maintain personnel records in accordance with Cosmix record retention and
documentation requirements.
*Liaise with LinkedIn and other forum to place job vacancy announcements.
Support work permit, Visas and employment contracts for expatriate staff in SAIF ZONE portal.
* Record and maintain staff records for attendance, vacation leave, sick leaves and personal days off work.
*Responsible for keeping department organizational chart up to date with current information.
IT Support:
*Serving as the first point of contact for employees seeking technical assistance
over the phone or email.
*Installing and configuring computer hardware & software systems, devices like
printers and scanners.
*Providing technical support across the company (this may be in person or over
the phone)
*Setting up accounts for new users
*Global Admin access of Cosmix Medical domain for creating emails and
purchase of licenses.
* Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
* Attend meetings and keep minutes.
* Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
* Make travel arrangements for executives.
* Handle confidential documents ensuring they remain secure.
* 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
* Managing the day-to-day operations of the office.
* Organizing and maintaining the file and records.
* Planning and scheduling meetings and appointments.
* Managing projects and conducting research.
* Preparing and editing correspondence, reports and presentations.
* Making travel and guest arrangements.
* Providing quality customer service.
* Working in a professional environment
*Preparing and managing all correspondence, reports and documents organizing and coordinating meetings, conferences, arranging and confirming appointments, implementing and maintaining office systems.
*Taking minutes for all department meetings.
*Maintaining schedules and calendars.
*Setting up and maintaining filing systems.
*Maintaining databases.
*Communicating verbally and in writing to answer inquiries and provide information to corporate clients internal and external employees.
*Answer and manage incoming calls and client queries.
* Provide office support services in order to ensure efficiency and effectiveness within the organization.
*Maintain the general filing system and file all correspondence
*Follow up on all allocated overdue accounts and ensure resolution as per the target assigned.
*Ensure that the individual targets based on both Efficiency and Productivity parameters are met on a monthly basis.
*Obtain detailed information about the overdue customers and the same is documented on collection system for future trails on the account.
*Negotiate with the customer wherever applicable and reach out for a settlement in consultation with the Manager, Collections / Head, Collections as necessary.
*Ensure compliance with local legal and regulatory requirements and report any legal and regulatory developments which impact or may impact the collection activities / legal actions.