Operations Executive
Imdaad LLC.
مجموع سنوات الخبرة :12 years, 4 أشهر
• Responsible for day-to-day coordination and management of business operational activities
• Maintain a computerized maintenance management system CAFM -
(Hard & Soft FM) ERP /Maximo fortracking work orders, and maintenance history of equipment.
• Prepare monthly Maintenance reports. Manage work orders in the system,
ensure proper creation, planning, update and closure of work orders.
• Monitor, Control and manage business operations to meet customer expectation and company goals using CAFM.
• Coordinate with the concerned Engineer/ supervisor on work order/maintenance request & track the work progress until completion of works.
• Coordinating and follow up with clients for the maintenance contracts and service schedules. Ensure a positive customer experience throughout the operations process.
• Preparation and Tracking of all operational/project documents including Service report, Contracts, Warranty Letters, Handing Over documents etc.
• Prepare purchase requisitions in order-to-order materials, goods and supplies etc. and timely follow-ups for its delivery.
• Coordinate with procurement department to create LPO and to provide all necessary documentation for finance to release payment.
• Dealing with overseas suppliers, logistics for arranging shipments & maintaining shipping documents
• Checking purchase invoices to delivery notes & responsible to give GRN to suppliers after crosschecking.
• Acting as info-hub for providing administration related information and supervising administrative activities like general admin, verification of stationery stock, courier etc.
• Calculating technicians monthly overtime details for payrolls.
• Manage and execute the onboarding process and set up for new/existing employees.
Experience
• Responsible for all the administrative processes within the Office as well as the Administrative support to the maintenance team.
• Receive, prioritise and process maintenance request received through Helpdesk
• Discuss with tenant/service contractor to understand the nature of maintenance request, and arrange to carry out necessary repairs in a time suitable for the tenants.
• Prepapring quotations, Invoices for the particular maintenance work, AMC’s and submitting it to the clients.
• Coordinate and followup with the subcontractors for the maintence contracts and servicing schedules.
• Maintaining the inventory for the supplies they regularly use for building maintenance purpose, and do the necessary arrangements to purchase these items when supplies run low
• Checking purchase invoices to delivery notes.
• Ensuring all invoices is validated against relevant purchase order.
• Issue maintenance requests to appointed maintenance contractors and track the progress until completion of works.
• Coordinate with the building Supervisor and appointed maintenance contractors on work order/maintenance request.
• Keep all records of maintenance requests and discuss with the Maintenance team if any requests are outstanding.
• Coordinate & followup with the suppliers for the supplies required for the maintenance work as per the request and approved work order.
• Maintain manuals or computerized procurement records
• Record and report unusual incidents in the log book and report them to the Maintenance Management.
• Perform other duties as assigned by the Maintenance Management.
• Responsible for maintaining a record of all outstanding payments and collectibles.
• Monitoring employee expenses. Keeping account of Customers & Suppliers.
• Making Bank Reconciliation Statement.
• Handling and maintain petty cash, Handling incoming cash, cheques and putting into the relevant bank accounts.
• Preparing salaries of the employees (Payroll).
Supports human resources processes by administering tests
•Shortlisting Candidates, Provide suitable profiles to clients
•Scheduling appointments & conducting orientation
•Maintaining records and information mainly in Healthcare
•Provides secretarial support by entering, formatting, and printing information.
•Organizing work, answering the telephone, relaying messages, maintaining equipment and supplies.
•Maintains employee confidence and protects operations by keeping human resource information confidential.
•Maintains quality service by following organization standards
•Co ordinating with clients (Both Employee & Employer)
•Attend calls and managing emails.
Responsible for all the administrative processes within the Office, as well as providing general secretarial support to enable the smooth and effective running of the office.
Job Responsibilities:
•Answer telephones and take messages.
•Answer routine inquiries from clients, agents and brokers
•Co-ordinate with Marketing executives
•Updating databases with confidential and relevant information
•Provide clerical support to agents and brokers during the sales process
•Operate scanners, facsimile machines and photocopiers
•Create documents, spreadsheets and presentations.
•complete expense reports and other accounting forms
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