Office/Business Services Manager
ACWA Power International
Total years of experience :28 years, 3 Months
Facilitate the implementation of automated business processes
Redesign of Administration Processes
Conclude Corporate Rate Agreements (Hotels, Couriers, Travel Agencies, Car Rentals, etc...)
Assist in Company's Overall Cost Reduction
Ensure top level of administrative and clerical services to Company's Executives (President & CEO + Managing Director)
Involve on main logistic affairs and discipline
HR Internal Projects' Management & Development (as per request)
Provide a top-level administrative services to the CEO and MD; routing callers and correspondences as necessary and assisting in finalizing replies where appropriate.
Handle incoming & outgoing departmental mail, postal, courier and maintains appropriate logs.
Takes initiative, on behalf of the CEO and MD, to identify and take prompt action on arising pertinent issues.
Observe confidentiality procedures and registers and tracks documentation to ensure appropriate level of security and control.
Provide a time management/diary service for the CEO and MD to ensure they are able to join all key meetings according to planned schedule and assists in optimizing his use of time.
Establish and maintain records and filing systems.
Arrange for the purchase, replenishment, control and distribution of stationery for the CEO and MD office through ERP system.
Make travel arrangements in a time-effective way, including booking itineraries, venues for meetings, hotels, airport transfers, car rentals, etc…
Check, verify and prepare billing statements, reimbursement sheets in respect of business missions and related arrangements made and endorse for further processing.
Compose regular replies as per CEO and MD directions to the concerned and follow them up.
Allocate and provide guidance to any subordinate clerical/secretarial staff to ensure the timeliness and quality of their work.
Monitor effectiveness of office administrative processes and recommend improvements where needed.
Render administrative support to the Board of Directors (when required)
Perform other related duties or related assignments as directed by the CEO.
Personal Assistance:
Shared-calendar, outlook contacts, to-do list, and folder management.
Meeting notes tracking and Scheduled activities reminding.
Professional Profile \{Manners & Attitude\}:
Self motivated, proactive leader with ability to create new office arrangement system.
Proven ability to effectively handle multi-task and changing levels of responsibilities.
Highly skilled in fulfilling the requirements and tasks within the given deadline.
Ability to quickly grasp and implement the ideas and provide unique solutions for issues.
Trustworthy, keep the confidentiality of the team.
Being a role model in the office with over attitude and rules.
Strong personality for working under pressure, patronize people.
Thrive in both independent and collaborative work environments.
Superior communication, intuitive, interpersonal, analytical and conflict resolution.
Achievements:
Concluded an agreement with a travel agency which spared the amount of SR 100.000/monthly in the whole purchase of tickets to the Company.
Concluded an agreement with American Express for Corporate Travel account which spared cost, time and staff for the company.
Reviewed the company internal policy & procedure and initiated new ones.
Built up new corporate rate agreements with major hotels, car rental agencies and express couriers in the kingdom.
Supervise, assign, coordinate, and participate in the work of office support.
Read, analyze, open, sort and distribute incoming faxes, emails and reports and plan their distribution.
Make travel arrangements and itineraries for the Managing Partner.
Manage a shared calendar with the MP for all appointments, meetings, travels, future plans with proper reminders.
Arrange for the Enrollment at international seminars, & conferences.
Follow-up the administrative tasks and ensure their accomplishment.
Handling correspondences and responses via email and exchange messages with the external bodies.
Translate from English to Arabic and vice versa.
Tracking the Purchase orders and ensure receipt.
Monitor, screen and handle incoming calls.
Handle the Document Management System.
Receive clients and arrange in prior for the scheduled meetings.
Arrange among the Senior Management and internal departments.
Coordinate verbally and in written with external bodies in Egypt, Syria, Moroco, Lebanon, Bahrain, Sudan, Mauritania, Malaysia, etc…
Provide any further administrative support
Managing all office equipments \[Scanner, Copier, Fax, Printer\]
HR Responsibilities:
Handle recruitment process (adds, assessments, interviews, etc.)
Prepare departmental Policy & Procedure
Prepare Job Offer, Proposals, Contract
Handle the Medical and Social Insurance
Maintain the employee's attendance Record
Prepare the Organizational Chart with Job Description and Carrier Paths
Personal Assistance:
Personal e-mail, to-do list, and folder management.
Meeting notes tracking and Scheduled activities reminding.
Professional Profile:
Self motivated with ability to create new office system
Proven ability to handle multi-tasks
Highly skilled in fulfilling the requirements
Ability to grasp and implement ideas
Trustworthy
Being a role model in office
Strong personality
Supervise office work for conformance to department requirements.
Prepare job offers, daily and monthly reports, memos, letters, and other documents, using word processing, spreadsheet, and/or presentation software.
Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Open, sort, and distribute incoming correspondence, including faxes and email.
Compose responses to correspondence containing routine inquiries.
File and retrieve corporate documents and reports.
Recommend organizational or procedural changes affecting administrative activities; train and evaluate assigned personnel.
Arrange conferences and meetings.
Provide clerical support to the board, including agenda preparation, assembling background materials, and taking minutes of the meetings.
Gather and prepare information for regular reports.
Translate agreements, issues & topics from English to Arabic and vice versa.
Initiate and maintain a variety of files and records.
Make travel arrangements and itineraries.
Contacting Recruitment Agencies in India, Philippines, Egypt for mobilization purposes.
Interview applicants and conduct English test for them and assess their performance.
Meet the guests and arrange appointments for them with the Executive Director.
Career Milestones:
Worked out feasible studies for proposed and planned projects with other participation.
Individually varied out the insurance companies and their coverage scope.
Separately furnished and formed several Departmental Policies in English & Arabic.
Handled local & international correspondences with foreign suppliers via outlook express program & Internet.
Followed up all shipping & clearance cycle with international suppliers.
Receieved suppliers & clients when they visit Egypt and accompany them during their visit to our headquarters.
Dispatch and receipt of incoming and outgoing faxes and e-mails for GM.
Organized and scheduled internal meetings and appointments for GM.
Translation (English - Arabic & vice versa) and formed foreign correspondences.
Followed up all advertisements in Newspapers and the design and advertising agency.
Handled medical care for the Group Owners with an international insurance Co.
Handled all the following responsibilities:
# Welcomed the guests in the Airport and lead them to the hotel or the resort
# Explained the program and plan of the visit
# Visited the temples, museums and historical places
# Accompanied the group to the perfumes, jewels, papurus retails shops
# Solved all the problems that might encounter the group
# Facilitated all communications with the sponsor company and report the whole program
Carrying out all the coming tasks and duties:
+ Booking and reserving for the several groups all over the cruise
+ Handling all the check in and out of the guests
+ Welcoming the guests and show the facilities and services of the cruise
+ Coordinating and arranging among the group, the guide and the cruise Administration
+ Reporting the important issues to the concerned and extend any required support in connection to the work
During that period I have served at the military service as a Translator (Enlgish & German)
Within the MBA I have gone through different modules like Foundation of Knowledge, Organizational Behavior, Accounting for Managers, Marketing, Strategy, Corporate Finance, Leadership and finally my dissertation topic was about the leadership within multi-national companies.
Study two main languages in addition to the mother language (Arabic) Subjects: Linguistics, phonetics, translation, Essay & literature, History and other art majors