Office Manager\Executive Assistant to the GM
Green Fort General Maintenance Contracting
Total years of experience :12 years, 4 Months
Duties include but were not limited to:
• Representing GM’s office during his absence.
• Preparing administrative and executive support to the General Manager.
• Producing internal and external correspondences. Writing error-free emails and letters on behalf of the GM. Issuing faxes, memos and circulars on the behalf of the GM.
• Managing and maintaining GM’s schedules, including travel, conferences and appointments.
• Answering and directing calls for the GM’s office.
• Updating and maintaining internal and external mail and phone lists while maintaining Client’s confidentiality.
• Accurately tracking personal and professional expenses of the GM by managing card bills and receipts. Process and submit to the accounts department for reimbursement.
• Using Word, Excel and PowerPoint to produce materials required for internal and external meetings and conferences.
• Preparing reports by collecting and analyzing information.
• Taking notes and distributing minutes of meeting and agendas.
• Designed filing system and arranged the procedures for maintaining soft and hard copies for records.
• Maintaining the office budget and securing the personnel files used for Human Resource purposes. Recruiting new administrative employees, then orient and train them for their specific job descriptions.
• Supervising the supply of office equipments, health and safety policies and client servicing.
• Planning workspaces for all the present and future employees.
• Overseeing renovation projects.
• Monitoring facility for security.
• Directing facilities staff, including custodial and grounds workers.
• Providing technical and logistical support for all administrative personnel.
• Dealing with misconduct, maternity and annual leave issues and staff administration including holiday and sickness tracking. Ensuring that any concerns or complaints are dealt with appropriately.
• Assisting in the short listing of suitable candidates from applications. Organizing and arranging interviews for candidates.
• Monitoring staff timesheets.
• Maintaining executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Managed his personal bills, bank accounts and property records. Conserved his time by reading, researching, and routing correspondence by collecting and analyzing information.
• Drafting reports, presentations and general correspondences and carrying out simple translations from Arabic to English and vice versa as and when required.
• Preparing monthly Invoices on behalf of the executive for sublet office space. Arranging payments of staff salaries through WPS.
• Reviewing and approving supply requisitions such as office supplies. Maintaining office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Liaising with couriers, dispatch teams and managing the post in and out.
• Assisting in the set up and maintenance of client & candidate database.
• Formulating daily and monthly expense sheets of the executives/partners and staff. Calculating yearly profit and yield of all the private owned properties; depositing rental cheques on time.
• Formatting and dealing confidentially with all the HR Policies and Contracts for new hired employees.
• Ensuring operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Responding appropriately to tenant’s emergencies or urgent issues as they arise. Checking that agreed work by staff or contractors has been completed satisfactorily.
• Providing general secretarial / administration support to the Managing Director, Directors and Senior Resident Engineers like correspondences, screening and answering calls, faxes, emails, writing weekly and monthly reports, Minutes of Meetings, agendas, presentations, PMPs including daily diary schedule, domestic and international travel arrangement, visas, hotel stays and ground transportation.
• Preparing and maintaining weekly /Monthly attendance and annual vacation records of the department employees. Approving staff timesheets in online computerized system, Deltek.
• Liaising with other staff, regulatory authorities, suppliers and clients etc.
• Raising checklists, RFIs, site work instructions, approval of method statements, purchase orders, expense claims and invoices for project such as Mohammed Bin Zayed City, Saadiyat Beach Villas etc while maintaining hard copies of project’s Master Plans, Contracts and other confidential documents for future references. Preparing RFPs and tenders. Uploading electronic documents on PROJECTS MATE, ACONEX and LIVELINK
• Responsible for stationery acquisition.
• Managing junior staff such as drivers and other admin assistants.
• Updating contact and database information of Client like ADM, DOT, Abu Dhabi Centre for Housing and Service Facilities Development and Sorouh etc. in outlook.
• Preparing and implementing transportation schedules for delivery of confidential and regular documents to government and non-government entities.
• Providing general secretarial and clerical support to the staff and Manager of HSEQ Department.
• Preparing memo, circulars and internal meeting documentations.
• Set up a HSEQ tracking system in excel.
• Scanning, filing, and managing all the incoming/outgoing documents in liaise with various other departments.
• Handling incoming calls.
• Changed the entire filling setup of HSEQ Dept; maintained all Maintained all HSE documentation and records and updated HSE statistics.
• Preparing presentations on health and safety issues.
• Answering all incoming calls and handling caller’s inquiries whenever possible.
• Re-directing calls as appropriate and take adequate messages when required.
• Greeting and assisting training students, visitors and the general public.
• Ensuring knowledge of staff whereabouts and maintained accurate and complete sign-in/sign-out procedures for offshore and onshore staff.
• Notifying Marine Operation Manager daily whereabouts of the marine vessels.
• Maintaining high knowledge of postal regulations and services frequently used by the organization.
• Preparing and processing outgoing mails to include: accurate weighing, coding, sorting, affixing postage and properly addressing.
• Signing for deliveries when necessary and notified the recipient.
• Dealing with top management incoming mail, including assessing its priority, collating it with relevant background information and presenting it in a logical and orderly manner, then allocate, where necessary.
• Organizing meetings, travel arrangements and hotel reservations as and when necessary for the staff.
Faculty of Business Administration and Commerce