Hannah Mai Ibrahim

Dynamic and detail-oriented Office Manage with 10+ years of experience managing facilities administrative operations in fast-paced corporate environments. Skilled in creating efficient, safe, and productive workspaces while also overseeing vendor relationships, office logistics, space planning, and corporate services. Known for reducing operational costs, enhancing employee experience, and ensuring regulatory compliance. Proven leader with strong interpersonal and problem-solving skills.

Office Manager - Pier Management

(2020-01)

• Manage facility operations across 2 offices and 3 independent businesses
• Responsible for all aspects of Health & Safety and Hard & Soft services
• Negotiating and managing service contracts and vendor SLAs, ensuring cost-efficiency and accountability
• Conducting weekly and quarterly building audits for H&S and maintenance
• Promoting strategic processes to improve the business
• implementation of new systems and procedures
• Project management of office moves and refit & various other developments
• Overseeing the budget for the building facilities
• Heading up HR including recruitment, onboarding/offboarding, processes & policies and employee relations
• IT implementation & coordination
• Management of pool car fleet, ensuring mileage is recorded, cars are MOT, taxed, safe, clean and serviced

Facilities Coordinator - CBRE @ Ford

(2019-12 - 2019-12)

Temporary Position

Time spent travelling in Thailand - Various locations

(2019-05 - 2019-11)

Personal Assistant to MD - Beresfords

(2018-09 - 2019-03)

• PA support to the Managing Director of Residential Lettings
• Extensive diary and email management
• Chasing up and updating outstanding actions for monthly Executive meetings
• Producing letters and reports and drafting correspondence
• Overseeing all recruitment administration for the Lettings division
• Liaising with recruitment agencies and directly with candidates regarding applications
• Preparing all new employment documentation
• Processing and reconciling expenses
• Processing holiday and sickness forms and recording all data
• Audio dictation and verbal dictation

Executive Assistant & Governance Advisor - Greenfields Community Housing

(2018-02 - 2018-08)

Temporary Assignment

Office Manager & PA - Dunmow Waste

(2017-01 - 2017-12)

• Managing all hard and soft services for two offices
• Reporting into and providing support to two Managing Directors
• Liaising with Contractors regarding ongoing and new projects
• Overseeing all aspects of Health & Safety including training
• Introducing, rolling out and cascading a tailored induction programme for new employees
• Creating job descriptions, placing adverts and arranging interviews
• Overseeing reception and aspect relating to front of house
• Responsible for providing secretary support to two Directors
• Coordinating diaries and making complete meeting arrangements
• Preparing agendas and other information needed for the meetings
• Dealing with confidential information
• Providing the MD with previous, actual, forecast and comparison figures/ reports

Facilities Co-ordinator - IFDS

(2010-09 - 2016-12)

• Assisting the Senior Facilities Manager maintain a building with the capacity of 650
• Arranging all maintenance and completing risk assessments and work permits for relevant work being carried out
• Carrying out cleaning and maintenance audits on a weekly basis
• Liaising with catering and cleaning contractors on a daily basis
• Overseeing and organising desk moves
• Managing building projects and obtaining competitive quotes
• Ordering and keeping an inventory of all office furniture
• Arranging, booking and maintaining Health & Safety training
• Overseeing our Corporate Travel arrangements including managing finances
• Coordinating and managing all parking arrangements
• Liaising with all our sites to ensure communication remains consistent and accurate
• Taking switchboard calls when required
• Raising and administering purchase orders using our online system
• Mediating with various contractors to arrange maintenance, visits and site specific work

OCR Diploma in Secretarial and Administration Procedures III - South East Essex College, Southend-On-Sea

GCSE - 8 GCSE A-C including English, Maths and Science - Moulsham High School, Chelmsford