Office Manager
Back Combined General Trading & Contracting Company
مجموع سنوات الخبرة :19 years, 5 أشهر
Providing assistance under the close direction of the Managing
Director.
* Maintaining the company assets records and keep track of all
equipment and property of the company including tools, equipment,
vehicles, mobile lines, laptops etc.
* Assists with project monitoring and budget tracking.
* Assists General Manager with inquiries and problem resolution.
* Handle the tenders inquiries & submissions including coordination
with subcontractors, consultants & Client.
* Follow up on tenders and prepare the project cost price, add
percentage and prepare final tender price.
* Research, compile, assimilate, and prepare confidential and
sensitive documents for final tender submissions including
obtaining quotations & making comparisons and brief the executive
regarding contents.
* Responsible of all the official documents of the company.
* Act as liaison between supervisor and department managers or the
public and represent and communicate issues and directives.
* Read and analyze incoming memos, submissions, and reports in
order to determine their significance and plan their distribution.
* Create and maintain a system for organizing and storing both
electronic and hard-copy information and records, and implement
record retention policies and procedures.
* Prepare a variety of documents, contract, requisitions, purchase
orders, resolutions and other correspondence.
* Provide office support services in order to ensure efficiency and
effectiveness
* Coordinates office management activities.
* Determine matters of top priority and handle accordingly
* Maintain the general filing system and file all correspondence
* Maintain office procedures.
* Answers and screens phone calls and manages the Managing
Partner’s mail.
* Schedules and coordinates appointments, meetings and events,
including registration and travel arrangements as necessary.
* Transcribes drafts, proofreads and revises correspondence, memos,
flyers, agendas, minutes, resolutions and policies.
* Open, sort, and distribute incoming correspondence, including faxes
and email.
* File and retrieve corporate documents, records, and reports.
* Greet visitors and determine whether they should be given access to
specific individuals.
* Prepare responses to correspondence containing routine inquiries.
* Perform general office duties such as ordering supplies, maintaining
records management systems, and performing basic bookkeeping
work.
* Record and maintain all human resource files and documents
including the labors.
* Preparing time sheets of the head office staff.
* Arranging tickets & travel arrangements.
* Maintain good relations with clients.
* Follow up on payments.
Responsible for drafting job descriptions, outlining in detail all skills
and qualities required and desired in a successful job applicant.
* Screening all resumes submitted to the open job order, seeking only
the most qualified applicant.
* Manage the new joiner process from offer letter through to joining
instructions and induction.
* Provide HR support and advice to employees and line managers,
explaining policies and procedures in a timely and effective manner
* HR administrator serves as the point person for employees' issues
and inquiries, including but not limited to benefits and company
policies
* Record and maintain all human resource files and documents (hard
copies in files& soft copies in SharePoint)
* Enter data into the HR system (Office Manager Software) so that
accurate records are maintained
* Assist in the development of HR policies and procedures
* Contribute to HR projects such as introducing a new induction
programme.
* Liaise with payroll
* Manage the absence recording system
* Manage the holiday recording system
* Administer the probationary review periods
* Carry out any other reasonable ad hoc duties in order to support the
HR department
* Undertake other duties as directed by line managers commensurate
with the post
* In charge of all employees timesheets, to receive, check & approve.
* Responsible for keeping track, typing forms & following up on
employee residency renewal & stamping procedures in addition to
the new recruited employees.
* Arranging tickets & travel arrangements.
* Arranging business cards, laptops & in charge of all office
equipment & stationery.
Providing assistance under the close direction of the Tendering
Manager.
* Distributing the tender documents to subcontractors in order to
obtain prices.
* Collect cost details of the resources over web as guided by the
construction estimator.
* Prepare inquires and receive quotations from both local & overseas
contractors.
* Making comparisons of prices acquired from different
subcontractors for numerous types of works
* Assist the tendering manager and estimating engineer in
preparation of tender cost price, add percentage and prepare final
tender price.
* Follow up dates for pre-tender meetings and tender closing.
* Research, compile, assimilate, and prepare confidential and
sensitive documents for final tender submissions, and brief the
executive regarding contents.
* Set up and maintained office files and kept correspondence and
reports available for reference and efficient operation of the office
* Read and screen incoming correspondence and reports; make
preliminary assessment of the importance of materials and organize
documents; handle some matters personally and forwards
appropriate materials to the executive and staff.
* Arranged for and scheduled appointments for the executive,
including interviewing callers and making proper referrals;
prepared material and made arrangements for meetings as required
* Communicate and follow up with external contacts to properly
handle direction of business relations and distribution of company
literature.
* Provided full administrative support to the Controller of Finance,
managers and direct reports.
* Preparation of Letter of Credit, Bank guarantees, amendments, and
transfer money letters to the banks and follow ups.
* Preparation of staff attendance.
Site Offices)
* Providing administrative assistance under the close direction of the
Project Manager
* Assists staff in gathering and inputting program data into
management information systems and spreadsheets to prepare
standard reports for division personnel. (Daily, weekly, monthly
reports, etc.)
* Liaising with members of staff in other departments or external
contacts.
* Process all incoming & outgoing correspondence such as regular
mail, faxes, e-mails, telephone calls and respond independently
when required.
* Maintain an organized filing and follow-up systems for all
correspondence.
* Arrange appointments and meetings; take minutes and maintain
agenda.
* Type English & Arabic letters
* Create and maintain database and spreadsheet files. (Checklist,
submittals, transmittals, shop drawings, etc.)
* Preparation of Payments.
* Preparation of Contracts.
* Handling the monthly expenses log.
* Ordering and maintaining stationary and equipment supplies.
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