Office Manager
Swisspresso, Business
Total years of experience :7 years, 9 Months
• Primary source of administrative support such as advanced typing skills, copying, formatting, scanning documents writing, editing, and proof-reading letters, pulling/compiling reports, processing documents, maintaining files and records with efective filing systems.
• Handle Retail m u l t i p l e seller/vendor accounts in leading E-commerce sites (Amazon.ae, Noon.com, Carrefour Marketplace.)
• Performing a wide array of administrative duties as well as coordinating with clients and suppliers for the logistics of shipments, deliveries. and incoming/ outgoing mail and parcels of over 120 boxes per week.
• Responsible for bookkeeping functions, petty cash, quarterly VAT filing, invoicing, payment follow up, creating purchase orders, vouchers, receipts/payment confirmations from more than 25 clients and vendors.
• Being a point of contact for 15 staf, 4 departments, 2 sister companies, and customers in business operations.
• Ofice administration and assisting senior management on 6 projects and updating daily all inter department work status.
• Cross-training on all departmental responsibilities to be ready to assist during peak times and augment team resources as needed.
• Ofer support through the phone to over 80 customers per day who have questions and concerns about a booking.
• Be the voice of the brand, help the customer with their hotel reservations and keep up strong relationship between our clients and their customers.
• Track call related information of each call received for auditing and reporting purposes.
• Up-sell to customer upgrades as necessary.
• Achieve KPI metrics set for each month.
KNPC OIL AND GAS Refinery Project, EPC Kuwait
• Receive register, and file project record documents in archive and log spreadsheet from vendors - update it on electronic Documents Management System and coordinate the circulation flow internally to discipline departments.
• Send Transmittals to vendors and clients - follow up on status of documents on (EDMS).
• Maintain update and stamp thousands of engineering drawings as per versions downloaded directly from head ofice.
• Ensure all documents are accurate and up to date with revisions.
• Retrieve hundreds of original and scanned copies of documents as per request. Allocate and control numbering system of documents.
• Attending meetings with client and subcontractors, take minutes.
• Collect Health and Security reports from subcontractors on weekly and monthly basis, summarize t e n s o f t h o u s a n d s o f manpower, and submit to client.
• Communicating with people from around the world (internally and externally).
• Handle confidential information and documents, ensuring they remain secure.
KNPC OIL AND GAS Refinery Project, Kuwait
• Greet and screen m o r e t h a n 1 0 0 guests, correspond, monitor, and distribute emails, letters, and memos
• Answer and transfer over 60 phone calls, assist and direct in person guests to concerned departments.
• Efectively communicate, take accurate messages, and keep record of visitors incoming to construction site ofice and report to security department.
• Coordinate with IT, HR, and Finance to ensure new joiners have the necessary resources.
• Support with ofice organization, space planning and design, update floor maps, phone directories and other internal and external lists.
• Travel arrangements and calendar management of 100s of employees within the departments.
• Submit expense reports, invoices, receipt, and reimbursement exchange rates from business trips.
• Coordinate transportation from-to locations, work, accommodation, and events.
• Supply and maintain appropriate inventory stock to the departments of ofice equipment, material, stationery, and pantry.
• Managing 5 meeting rooms and provide full secretarial support to management directly, schedule and prepare paperwork and material for meetings, presentations, and interviews.
• Data Entry.
• Help thousands of students with their questions regarding college directions and facilities.
• Check in and check out 100s of library tools and manage fines as per library rules.
• Shelf reading - make sure the books are put in the right place by the standards of the Congress Library.
• Maintaining a clean and organized front ofice, desk, and workspace.