OFFICE MANAGER at SHADID ENGINEERING CONSULTANTS (2023-01 – Present)
- Organize and schedule meetings and appointments.
- Coordinate with HR to maintain office policies as necessary.
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
- Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff.
- Responsible for recruiting staff for the office and providing orientation and training to new employees
- Ensure top performance of office staff by providing them adequate coaching and guidance.
HR & ADMIN. MANAGER at YAS SHIPPING L.L.C (2021-01 – 2023-12)
- Coordinate with port authority, terminal operators and statutory boards via the online platforms to ensure all regulatory requirements are complied with for ships calling into port.
- Liaise with freight forwarders, shipowners, shipping lines/agents and customers.
- Ensure good communication with all parties
- Ensure good relationship with suppliers.
- Negotiate suppliers, repairing companies contract and finalizing deals.
- Approve / Reject ports gate passes in-order to submit for port authority.
- Follow-up deals with repairing companies.
- Supervise PRO's and direct them on the right path.
- Attend meetings with Ports Authority Managers all over UAE.
- Follow up with ship owners to ensure good relationship and satisfaction.
HR & ADMIN. SUPERVISOR at SHADID ENGINEERING CONSULTANTS (2006-01 – 2021-12)
- Manage and maintain executives' schedules, appointments and travel arrangements.
- Arrange and coordinate meetings and events.
- Monitor, screen, respond to and distribute incoming communications.
- Prepare Annual Leave Plan.
- Investigate and understand the causes for staff absence.
- Organizing (manually filing or storing electronically) office information for quick and easy retrieval.
- Typing, drafting all correspondence (memos, letters. … etc)
- Scheduling meetings and appointments.
- Manage the driver's daily activities.
- Make travel arrangements.
- Supervise, coach and train projects' Document Controller & Secretaries.
- Prepare and edit correspondence, communications, presentations and other documents.
- Look after supervision payments.
- Follow up Contractors' RERA payments.
- Managing office supplies
- Work with external and internal parties to organize the various component needed to initiate, run conclude major projects.
- Take initiative in manager absence.
- Coordination with Project's Clients (Nakheel, Dubai Properties, Damac etc.. regarding all the correspondences and the submission, Delivery process).
- Control documentation systems (such as: Primavera Expedition, Par-docs. etc.) and errors corrections.
- Provide input to the Project Director regarding team member performance.
- Monitor project deliverables and timelines, notify the Project Director when issues arise, and take corrective actions, as needed.
- Organize, lead and facilitate project-related meetings, including the creation of agendas.
- Develop reports and other deliverables as assigned by the Project Manager.
- Provide regular written and oral reports of activity on assigned contracts.
- Manage the filing storage and security of documents.
- Manage the repair and maintenance of computer and office equipment.
- Manage Network, Internet Server Maintenance.
- Control the attendance of all project staff.
- Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services.
- Prepare Annual leave Plan and select substitutes / temporary replacements.
- Inform affected staff or residents of unexpected absences from work and coordinate actions ensuring the continuity of services such as cancellation of events and locating keys.
- Salary Negotiation for new project staff.
- Keep records for all staff passports, visas, labour cards, Identity Cards, Certificates … etc.
- Follow up with Trakhees / EHS regarding staff / Engineer accreditation, Safety, Green Codes, Grey Codes... etc.
- Handover all sites equipment's, Office Supplies, Furniture, vehicles … etc. to the Contractors, Clients at the end of each project.
- Liaise with contractors for all logistic site needs.
- Coordinate and monitor contractors' project close out documents.
- Schedule the interviews with new staff and directed them to the interviewer /Engineer.
- IT supports where applicable.
PRODUCTION SECRETARY at SHARJAH & KUWAIT MANUFACTURING (SKM) (2005-01 – 2006-12)
- Labor's annual leave calculations.
- To type and keep filing for all the correspondence in Production Department
- Keep Passports Records (expiry dates) and Copy for more than 1000 labor
- To handle all the issues of staff & laborers reports (medical, leave, absenteeism etc..).
- To receive and hand over to HRD all the issues of passports and labor cards.
- To fill and keep records for all standards forms (permissions, accident, clearance etc..).
- Hand over to Finance Department the night and food allowance and the advances.
- Forward to HRD all the production staff & laborers needs.
- Looking after payments to laborers (advance payment, transportation etc..).
- Handle the petty cash for Production Department expenses.
- Monitor all staff attendance in Production Department
