Office Manager
Mandarin Oriental Hotel Group
Total years of experience :31 years, 11 Months
Working with the Regional Director of Sales, Middle East in the Dubai office handling various responsibilities like preparing monthly reports to be submitted to the corporate office in London. Mandarin Oriental is an International Hotel Group having hotels in various countries / regions. MOHG head office is in Hong Kong.
Also assisting the Regional Director of Sales for Kuwait, Bahrain and KSA based in Saudi on day to day requirements and follow ups on various hotels bookings, tracking the bookings and updating the Delphi system daily. Travel arrangements, monthly expenses, presentations, organizing the ATM, Fan Fairs & Roadshows in Middle East region.
Assisting the Regional Directors of Sales in UAE & KSA to create and finalize their balance score cards & yearly sale targets / goals and budget for the Middle East region.
Follow up on payments with the accounts department in Hong Kong and coordination with all sales / corporate offices around the globe / regions. Taking notes of conference calls & meetings held weekly. Reconciling monthly expenses and updating the Budget document. Hotel booking reports for the region.
Liaising with all the government departments in TECOM to handle renewal of Tenancy Contracts, Trade Licenses, Establishment Card, Visas etc.
Replenish stock including business cards, stationary, hotel brochures and gift items for clients.
Handling and maintaining the monthly petty cash and other office expense.
Managing the client database and sending EDMs on hotel offer to clients weekly.
Maintaining monthly payment / invoice / expense claim logs in an excel document for day to day reference and yearly accounting purpose.
Filtering of all weekly & monthly production reports received from Hong Kong for the Middle East region.
Working knowledge of SAP and Sales Force.
As an Office Manager I handle all the Finance and Administration related responsibilities for
our offices in Dubai and Abu Dhabi.
Coordination with all staff like Marketing Manager, Project Managers, Operational
Manager, Engineers on day to day basis.
Liaison with all the government departments in TECOM to handle renewal of Trade
Licenses, Establishment Card, Staff Visas etc.
Staff Payrolls and maintaining the staff files/confidential documents plus also handling all
HR related responsibilities.
Also handling responsibilities like invoicing, supplier payments, day to day banking, follow
up on receivables etc. using Xero online accounting package. Also assisting the CEO with all
his day to day requirements like travel bookings, monthly expenses, appointments etc.
Started as an Office Administrator I managed all the day to day office operations of both our offices in Dubai & Abu Dhabi.
Supporting Performance Consultants and support staff when required and monitoring the support staff to help the Performance Consultants to format handouts, reports and proposals.
Maintain staff records - personal files / leave records etc., Staff Salaries, Helping with the recruitment process by making appointments for interviews, Assist in VISA Applications,
Book Hotel, Travel and Tickets for all Performance Consultants and staff, Assist to Minute Team Meetings and Update Meeting Schedules.
Organize, maintain and monitor all hardware and equipment in GENYX and liaise with suppliers for their maintenance, Maintain petty cash and other Payables and Receivables as required to assist Accountant, Interact with all suppliers and administer all office supplies, Handle day to day office requirements and expenses, Replenish stock including business cards, equipment, and stationary, Oversee and monitor the front office person and other support staff, Assist Receptionist to ensure that the Conference Room is ready and well equipped with all necessary requirements, Assist Receptionist if required to update the yearly calendar boards with planned events for the day, month, year, and provide any other general help when required.
As an Office Manager I monitored these responsibilities and have them actioned for both our offices in Dubai and Abu Dhabi.
All the Marketing support staff, Administration Assistant/PRO and Receptionist report to me directly.
I liaison with all the government departments in Dubai to handle renewal of Trade Licenses and visa/labour issues.
Staff Payrolls and maintaining the staff files/confidential documents.
Handling Accountant’s responsibilities like invoicing,
supplier payments, day to day banking, follow up on receivables etc. using QuickBooks.
Assisting the Managing Director with HR related responsibilities and his day to day requirements.
Amicably handled the whole office relocation process twice for GENYX during my working tenure with the organization.
Assisting the Customer Service/Sales Department, making quotations & converting the same into orders on IFS applications. Follow up with customers/fleet purchaser for their requirements. Also interacting with our logistics & supply departments on delivery status.
Making memos, contract and product proposal.
Take down minutes when necessary of the meeting, prepares the necessary reports like updates of Weekly Sales, Aging Accounts, Customer Complaints, Item promo, updating of General Ledger etc. Checks the collectibles of the sales Agents. Computes the summary of the Sales Agents for collection.
Attending customer calls, managing courier services, travel arrangement, manage expenses, etc.
Attend to all telephone inquiries regarding our Exhibition Details / Products and Services. Assist walk-in customers and guide them to the concern department.
Receive all incoming orders from our exhibitors and to the special project group. Check availability of the stands. Prepares the documents for order confirmation. Notify clients for the exhibition dates and payments. Release of billings statements.
Attend to some clarifications in client’s Purchase Order/Customer Order Sheet if the concerned Account Managers are not in the office.
Attend to our monthly meeting with the Sales Executives / Account Managers.
Responsible in the scheduling of delivery of Floor Plans / Stand Layouts etc.
Coordinate with the customers by preparing their Quotation and getting it approved from the Sales Managers.
Responsible for the smooth functioning of the Director’s office by way of interaction with various departments, scheduling of appointments, organizing meetings, handling and screening the Director’s mails, screening calls and visitors, providing information support, follow-up with clients and suppliers etc. clubbed with the normal secretarial duties like drafting letters, filling etc. Domestic as well as international travel arrangements and hotel accommodation, preparation of detailed itinerary and required paper-work, interaction with various Departmental Heads by way of follow-ups in terms of reports, payment queries, etc.
Purchases of stationery and other office supplies, staff welfare, petty cash, making payment vouchers, cheque writing, asset management, maintaining of personnel records were the other key areas of my job profile.
Also at times assisting the HR Manager to keep records of the recruiting/recruited staff and making appointment details for the interviews. Keeping leaves records/timings of the office staff etc.
Maintaining appointment diary. Handling correspondence.
Keeping track on day-to-day office mail and filing work.
Administration work like making staff salaries + cheque writing + keeping passbook updated + Taking care of day-to-day office expenses (Petty Cash) + assigning outdoor jobs to peons.
Knowledge in Accounts and making invoices/challans/release orders.
Independently Handling Press/Brokers Conferences during public issues in Mumbai and various metro cities of India.
Actively participated in every trade shows/event/product presentation sponsored by the Company.
During conferences seeing to the traveling/staying arrangements of the clients.
Getting the packs/files/marketing material ready with all the necessary documents.
Making arrangements of gifts as a token from the clients to Press/Brokers who attend the Conference.