Office Manager
Russeel Medical Supplies
Total years of experience :25 years, 0 Months
* Oversee a team of 4 office staff and assistants to keep the office running efficiently.
* Provide administrative support to office staff, ensuring the team has the tools they need to excel.
* Answer phone calls to schedule custom clearance, deliveries, shipments and input them into record tracking and monitoring system.
* Work with the sales team to make supplies arrangements for different local tenders in the kingdom.
* Coordinate the scheduling of meetings and conference calls.
* Built strong relationships with third party vendors to ensure efficiency.
* Manage invoices from vendors to assist the accounting department and ensuring payment is settled on timely manner.
* Strong Coordination with suppliers at different origins to expedite documentations ensuring smooth clearance at Amman/Aqaba customs.
* Monitor shipments and coordinate with transporters & freight forwarders to ensure on-time; accurate deliveries of international shipments.
* Negotiate shipment rates and close deals with couriers and freight forwarders focusing on cost efficiency
* Maintained the Vice President’s calendar, made all necessary arrangements for appointments and travel meetings. Screened the incoming phone calls and taking appropriate actions by organizing messages, follow-up, and/or directing the call to the appropriate party.
* Proactively provided administrative and secretarial support for the Vice President, especially including Note Taking, typing faxing, copying & reports.
Directed and prioritized all business correspondence including telephones, mail, email, invoices and faxes.
* Interacted with internal and external leadership and customers and upper-level management.
* Coordinated leadership team meetings and departmental functions.
* Assisted with daily and weekly operational activities as well as special projects.
* Provided back-up and overflow support for other admins.
(Responsible for providing office management services to the HR & Finance Departments. This includes:
* Maintained office services by implementing and maintained procedures/office administrative systems.
* Organized and coordinated office operations and procedures in order to ensure organizational effectiveness and efficiency.
* Liaised with other departments and staff, supplier and clients to ensure smooth running of the office
Handled any queries via phone, email and general correspondence
* Provided administrative support for various departments/divisions such as resolving a range of administrative problems and inquiries.
* Developed and implemented new administrative systems, such as record management.
* Recorded office expenditure and managed the budget; liaised with other administrative teams.
* Responded to customer enquiries and complaints.
* Recorded reports for senior management, which may include reports on finances, staff performance, service development or an annual review.
* Coordinated with various staff for operational support activities of the unit; serve as a liaison between departments and operating units in the resolution of day-to-day administrative and operational problems.
* Scheduled and coordinated meetings, interviews, appointments, events and other similar activities for supervisors, which also includes travel and lodging arrangements.
* Effectively assisted the procurement Department to determine when and how much products to order, ensure the availability of products and releasing the LOP (local purchase order) to facilitate delivery schedule.
* Coordinated with the suppliers for timely delivery as per agreed schedule, discuss manufacturing duration or shipping / Air freighting.
* Responsible for filling all documents related to the department; such as faxes, tenders, LOP’s, orders.
* Initiated & analyzed the market research studies and located the source.
* Focused on market news, keep an eye on tenders bidders and local quotations and provided feedback to production and procurement departments on rated offers.
* Oversaw product developments & monitored trends that indicate the need for new products
* Developed Vendor data base & Streamlined Procurement activities
* Supervised the Admission Dep. To schedule patient reservation, organized and monitored major operations and regular appointments
* Ensured all reporting is complete on time and used a developed procedure in filling all documentation related to all patients individually and issue a serial no. for each to follow up each case easily in a very short time
* Supported the team by providing new ideas and thought that lead to maintain a high level of organized status throughout the Admission department
* Prepared daily reports & update data in specially data base with a high technology program
* To train & develop all reception & admission staff with a view to optimize accuracy & flexibility status under any situation
* Followed up with billing department to ensure that all outstanding bills are paid in time
* Dealt with insurance companies and ensured that patient applications are up to date