Office Manager | Business Support
Sky Light Transport DMCC | Sky Light Group
Total years of experience :11 years, 3 Months
Handle written and verbal communication on behalf of C-Level Executives (group of companies), maintaining strict confidentiality concerning sensitive business and personal information.
Manage calendars and scheduling for C-Level Executives. Organizing travel, meetings, conference calls and webinars. Drafting weekly reports, managing budgets, updating project logs and conducting research.
Handle corporate services for companies set up in DMCC, IFZA, UAQ FTZ and ADGM. Services include consultation, business set up, license registration and renewals, Know-Your-Customer process (banking), and employee services (HR).
Well versed with processes pertaining to notarization / attestation of documents, ESR assessment and notification, Corporate Tax, Business accounting, and handling day to day business requirements and requests via business portals.
Develop corporate SOPs, handle contracts and price negotiations with office vendors, service providers, office lease, and all aspects of the offices space/infrastructure planning including execution of equipment procurement, layouts, and office systems. Manage and maintain document management system, oversee office facilities and maintenance services.
Event Management (Oct - Dec); Planned, coordinated and executed tasks for Rugby 7s event, including budgeting, logistics, catering, managing contracts, security access and organizing transportation for up to 200 staff and volunteers (medical).
Compiled data in accordance with set deadlines, conducted research, prepared training material and reviewed existing material to determine appropriateness and relevance. Ensured translation of assigned tasks into efficient actions and monitoring team performance.
Lead monthly invoice reconciliation with stakeholders; verification of charges, monitoring reconciliation status and turnaround time to ensure timely payment, and rectifying discrepant or missing invoices.
Maintained the document management system for the department (Employee Assistance Program); ensure documents go through a documented and approved review-and-approval process before being stored, and proper and timely distribution.
Provided effective support in the development and implementation of departmental policies, procedures, and controls that met relevant procedural/legislative requirements and standards, and facilitated the implementation of departmental system improvements.
Worked closely with management and employees (admin), providing hands-on and strategic input, insight, and advice on people-related issues: talent management, employee relations, coaching/development, compensation, conflict management, organizational development, and training.
Managed the forecasting of expenses, as well as recording of accruals and tracking of expenses, contributing to the annual budget planning process.
Responsible for overseeing the processing of department payroll; ensured processing of reimbursements and claims, and preparing quarterly statistical reports.
Managed multiple mailboxes; processed and screened incoming patient and staff correspondence, including handling customer/patient complaints and queries.
Conducted monthly EPR audits based on KPIs, performed data analysis, and drafted monthly reports.
Responsible for the management and coordination of staff rosters for 3 sub-departments within Medical Services.
Responsible for allocating access to staff, including contingent workers, to application software, restricted areas within the department, and monitoring health and safety compliance within the facilities to ensure staff and patient safety.
Maintained an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Researched, prioritized, and followed up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determined appropriate course of action, referral, or response.
Handled all aspects of corporate meetings and special events. Coordinated services for events, such as accommodation, transportation, facilities, catering, signage, displays, printing, and event security. Maintained records of event aspects including financial details. Monitored event activities to ensure compliance with applicable regulations and laws.
Successfully completed critical aspects of deliverables with a hands-on approach and prioritizing conflicting needs; handled matters expeditiously, proactively, and followed-through on projects to successful completion, often with deadline pressures.
Ensured operation of equipment by completing preventive maintenance requirements; troubleshooting malfunctions; and maintaining equipment inventories.