Office Manager
Al-Marefa Exemplary Co. For Educational Services
مجموع سنوات الخبرة :29 years, 10 أشهر
• Organising and attending meetings taking the minuets of meeting distributing recommendations and follow up the implementation.
• Managing the CEO calendar, schedule and appointments
• Preparing travel arrangement, tickets, accommodation and transportation
• Dealing with correspondence, complaints and queries.
• Preparing letters, emails, presentations and reports.
• Managing office budgets.
• Liaising with staff, other departments and stakeholders.
• Implementing and maintaining polices & procedures/office administrative systems.
• Ensuring the office environment and procedures meet health and safety regulation standards.
• Filing
• Petty Cash and office expenses
• Translation in both languages Arabic/English: Business Plans, Forms, Contracts, Brochures, Feasibility Studies, Reports, Marketing Plans, letters, proposals, Brochures, Posters etc….
• Maintenance of the building & the office Equipment
• Assist in preparing the proposals to the ministries along with the required attachment as per the TOR
• Prepare the Office Safety, Security and emergency Plan for the Kuwait Office, fire drill and evacuation process
• Correspondence in both English/Arabic
• Handle all travel arrangements, visas, hala service and hotel reservations for the company's staff & guests
• Prepare Salaries, Cash Sheets, Cash flow along with other financial process
• Petty Cash
• Manage the day-to-day operations of the Human Resource & Admin
• Manage the records of the employees, hiring procedures, job offer, employment contract, promotions, performance appraisal, annual leave, absence, termination etc… as per the Kuwait Labour Law.
• Prepare reports upon request & produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, etc….
• Translation in both languages Arabic/English: Business Plans, Forms, Contracts, Brochures, Feasibility Studies, Reports, Marketing Plans, letters, proposals, Brochures, Posters etc….
• Inviting & analyzing offers &preparing the final evaluation report
• Filing
• Preparing presentations in Power Point.
• Dealing with newspapers & journalists
• Maintenance of the building & the office Equipment
• All other office management duties.
• DG’s Conferences, Seminars & Lectures arrangements
• Correspondence in both English/Arabic
• Assisting the DG’s Consultants
• Receive, log and screen correspondence ensuring that supporting background information is attached to correspondence to facilitate the DG in responding/taking action
• Meet and greet the DG’s visitors, ensuring to provide sufficient assistance and to respond to all information requests
• Make and take telephone calls, and respond to routine inquiries
• Undertake word processing of correspondence in Arabic and English and help process reports for the Director General, including the drafting of documents as directed by the Director General.
• Handle all travel arrangements, visas and hotel reservations for DG and his guests as and when required.
• Circulate all information to staff from the DG’s office as and when required: maintain confidentiality particularly in the circulation of sensitive information in accordance to the DG’s guidelines
• Interface with all KFAS offices to ensure smooth and timely flow of communications and correspondence
• Organize, maintain and update the filing system ensuring the effective storage of the correspondence and documentation; ensure that sufficient file referencing is used to allow for easy retrieval of documents as required
• Draft and send e-mails on behalf of the DG, as and when required
• Prepare reports upon request & produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, etc….
• Coordinate & follow-up internal with other Depts. (feedback, meetings, etc..) and external with concerned parties.
• Schedule meetings, send invitations, agendas, arrange meeting rooms, minutes of meeting etc... and records of proceedings
• Assist in planning and preparation of conference telephone calls
• Manage the day-to-day operations of the office
• Perform any other duties as assigned by the DG & Consultants from time to time
• Projects Management (Changing the Server Room, The Company's Website)
• Establish, manage and maintain appropriate Human Resource Information Systems (HRIS) that meets the company’s demands.
• Reviewing and revising HR policies &procedures &ensure that they are in line with current new employment labour law. Keep them documented & dated.
• Assists and advises company managers about Human Resources issues& ensure that they are updated with changes to any policies
• Manage the day-to-day operations of the Human Resource & Admin Team to provide an extensive HR & admin services to the company.
• Responsible for recruiting and staffing process
• performance management and development systems
• Employee orientation, development, and training as per the performance appraisal results
• Follow up the ministries & governing bodies’ procedures regarding, company, employees, vehicles & mobiles etc...
• Manage the records of the employees hiring procedures, job offer, employment contract, promotions, performance appraisal, annual leave, absence, termination & separation notice, etc… as per the New Kuwait Labour Law.
• Provide the top management with analysis, reports & recommendations to reduce employees' absence, Personal Time.
• Liaise with head of dept. regarding their human resources requirements.
• Raise proactive issues with head of dept, advise appropriate solutions to complexes in connection to their staff, and recommend appropriate action plans.
• Coordinate with the Advertising Agency to publish Ads./ Vacancies in local/overseas newspapers for staff recruitment.
• Coordinate with the legal representative regarding any legal action.
• Provide the finance dept. with the employee’s attendance record and payroll report to proceed accordingly & transfer salaries to the banks.
• Provide the required info regarding company policies, procedures, payment, benefits, job descriptions, vacations etc.
• Utilizing outside resources to monitor issues regarding the employment law, communicating potential changes to top management
• Acting as a mediator between management and employees
• Maintain comprehensive documentation and provide adequate information to facilitate tracking, reporting and follow through by others when required.
• Respond effectively to demands of a high and varied work load, and changing job priorities.
• All other HR responsibilities
United Beverage Co. Pepsi Cola Kuwait- 27/2/01-14/11/11/FMCG
Public Services Co.13/11/98-18/12/00/Services
Office Manager/Executive Secretary/ Personal Assistant
Preparing the Shareholders Annual Ordinary & Extraordinary-General Meetings & Annual Reports
Board of Directors Meetings including:
Agenda
Sending the invitations to the BMs.
Meeting room preparation
Minuets of meeting
Records
Correspondence English/Arabic letters, faxes & emails
Preparations for the Board of Directors Meeting, Annual Ordinary & Extra Ordinary Assembly (Correspondence, invitations, minutes of meetings)
Greet the GM' visitors
Drafting the letters in both English & Arabic for other Depts.
Arranging the Chairman/ Managing Director/ GM's appointments & calendar
Translating the following in both languages Arabic/English:
•Business Plans, Forms, Contracts, Brochures, Feasibility Studies, Reports, Marketing Plans, Proposals, Reports, Posters, Website
Travel Arrangements: Schedule appointments, conferences, coordinate travel, including complex itineraries / venues, accommodation and visa arrangements.
Follow up & Coordinate between the Chairman/ Managing Director/ GM & the other Depts.
In charge of the company Petty Cash & Direct purchases.
Inviting, analyzing offers & preparing the final offers evaluation report for:
•Maintenance, office tools & equipments.
•Stationary
•Hotels
•Tickets.
•Cars
Filing
Designing Sponsorship coupons & brochures
Preparing the presentations on Power Point upon request.
Dealing with the clients (quires, complaints, orders
Dealing with newspapers & journalists
Preparation for the media conferences, receptions, seminars
Coordinating the management office daily schedule, telephone calls, meetings filling,
All other office management duties.
Provide the finance dept. with the employee’s attendance record and payroll report to proceed accordingly & transfer salaries to the banks.
The British School of Kuwait /Personal Assistant (Systems)
Assist the System Manager (SM)with the implementation and operation of the SIMS software.
Assist the SM in the trailing and setting up of the new SIMS modules.
Input and output data and maintain and edit databases in SMIS.
Report the SM any operational difficulties arising in SIMS.
Provide information printouts for teaching and administration staff as required.
Assist the SM in setting up and delivering training programs for staff in the use of SIMS.
Carry out all the duties concerning the students' affairs (data, files, registers, certificates, reports and dealing with students' affaires inspectors.
Carry out other related duties as required by the SM, Admin Manager, Principal or Director.
English Academy /Head of Secretarial Dept./Personnel Officer
( Staff Contract, Private Education, Ministry of Social Affairs, Ministry of Interior, Traffic Dept. Public Authority for Civil Information
Personnel Files
Admin Rota during holidays
Translation: Circulars & letters in/out going mail
Oral (Parents / visitors for Heads & Tachers)
Dealing with Inspectors:Private Education/Ministry of Social Affairs
Correspondence Arabic/English /Circulars/Newsletters, Exams/Reports.
Private Education:Incoming/outgoing letter
Advertisement.
Trave Arrangment
School Trips:
Statistics:Private Education/Ministry of Education
Registers
Dealing with Ministries:M. of Education/M. Of Interior/M. of Social Affairs/Fire Dept/Municipality/Public Authority for Civil Information/Public Institution for Social Security.
Students Affairs
Rainbow English School / Rainbow Nursery/Administrator
Student Admission
Public Relation: Newspapers, parents, firms, embassies, ministries
Finance: Fees Records/Fees Reminders/Petty cash/Salaries
Dealing with Inspectors: Ministry of Social Affairs/Private Education
Building maintenance, Equipments
Will be completed on Year 2019