BUSINESS OFFICE MANAGER (REPORTING TO GM)
SES
Total years of experience :12 years, 10 Months
Startup office manager for the Company in the UAE handling all activities
including office furnishing, licensing, bank accounts, visa, labor etc.
Created Company Manual for procedures relevant to UAE.
Provide efficient office support to management team through management of all
of the administrative activities of the UAE office and act as the focal point
Coordinate with TECOM authorities for Visa’s, renewals and other Govt related
stuffs pertaining to the office
Coordinate and facilitate ongoing team movements between various locations
within our main office and between satellite locations
Research, recommend and negotiate service vendor contracts, and maintain
existing ones, to provide quality, reliable services
Oversee the planning and execution of company events, parties and other social
initiatives both internal and client facing
Oversee and manage office equipment, furnishings, mechanical units, space
allocation, site janitorial and maintenance services
Work with Human Resources counterpart to review, design, initiate and
implement office management policy and procedures consistently in an effort to
facilitate constant change and growth
Participate in the creation and implementation of effective on boarding
procedures and cultural initiatives with new employees and existing staff.
Completes special projects by organizing and coordinating information and
requirements; planning, arranging, and meeting schedules; monitoring results.
Under administrative direction. Establishes own standard of performance within
overall policy or budgetary limits and with direct accountability for final results.
Virtually self-supervising.
Closing of Month/Year-end financial, compiled financial reports pertaining to cash
receipts, expenditures and profit and loss
Primary contact for the organization. Managing the day-to-day
Operations including but not limited to overseeing administrative staff, equipment function
and maintenance, office supplies, contract negotiation, personnel issues, bookkeeping,
benefit administration, scheduling meetings, preparing presentation documents, training,
technical support to staff, troubleshooting various issues, researching, conflict resolution, etc.
Focus on the day to day operational issues to run the UAE office smoothly and
efficiently.
Responsible for the maintenance, security & general upkeep of the UAE office
Office management in day-to-day operations in all administrative functions (HR,
Finance & Legal, MOL issues) by solving problems independently and ensuring
a smooth course of business
Prepare recommendations for a quarterly budget prior to each Quarter and compare
budget to actual performance.
Managing special projects (that cannot be assigned to a functional area)
Safety, Health, Environment & Quality (SHEQ) Management
Responsible for handling Human Resource issues and employee problem resolutions.
Hospitality arrangements for senior management traveling (Flights, visa & Hotel / Car
arrangements).
Branding of the Company in the region with marketing campaigns thru Radio, Road
shows and exhibitions
Payroll Preparation Plus maintaining petty cash and office budget
Handle all the legal papers in the office relating to visas, trade licenses and official
documents for all staff including medical insurance
Occasional client hospitality arrangements (travel, visa & lodging arrangements).
Meet and greet the delegates visiting the company.
Event organization, including monthly office meetings, client events and company
mixers, lunches and parties.
Developing
Responsible for ensuring the organization and delivery of coordinated and responsive
secretarial and administrative service in a manner consistent with Trust and local policies,
procedures and protocols
Priorities: Relieve management of administrative detail, all Projects. Coordinate
work flow. Update and chase delegated tasks to ensure progress to deadlines. Take
initiative in manager’s absence. Keep projects on schedule.
Communication: Compose correspondence/reports for own or manager’s
signature. Check deadlines on incoming requests and put preliminary work in play.
Research, draft or abstract reports
Appointments/Meetings: Maintain calendar; ascertain which events require
Directors/CEO’s presence. Fix commitments to maximize Directors/CEO’s time
efficiency; prepare action minutes
Confidentiality: Assure discreet handling of all business Travel: Arrange travel
through internal or outside agents. Prepare itinerary, trip file and supplies.
Visa processing’s & Labor arrangements for senior staffs.
Complete expense reports after trip Routines Update secretarial/clerical desk & HR
manual. Set up "exception reporting" system to handle routines without supervision.
Routinely re-order department supplies.
Update mail/phone directories.
Managing Company Drivers and PRO.
Handling Petty Cash desk.
Management: monitoring & the effective deployment of the staff resource.
As required, recruit, hire, train and supervise part time or full-time volunteer
secretarial or staffs. Robust planning,
JOB PROFILE:
Handling front office.
Applying Employment and visit visa’s for the employees of the company & guests
Filing of Docs and maintaining separate files for each employee of the company.
Co-ordination with the sales team for the invoices to be raised to the customers.
Liaison with Accounts department of the Co. & assisting on payment receivables. Raising necessary PO’s on procurements.
Making necessary supporting docs for the shipments during dispatch
Co-ordination with the Logistics & warehouse depts. on shipments to be executed
JOB PROFILE:
Coordinating work with solution managers and other officials in Bank.
Giving feedback to clients and solving their issues at a specified turn around time (TAT)
Coordinating with sales team and converting sales leads to profitable customers.
Building and maintaining positive relationship with assigned clients and prospects
Laisioning with Customers on the A/C they maintain and the payments against their investments / loans \{Corporate clients\}
Effectively handled challenging customers in a professional manner & committed to customer satisfaction & Customer Retention.
Creating MIS reports everyday & reporting the same to the seniors every weekend.
