General Manager Office Supervisor

Job Listing No: 9740000

General Manager Office Supervisor

Key Job Responsibilities:
• Ensure seamless operations of the Administration Department outputs, complete documentation and that requirement are met for provision of Administration services in line with best industry practices.
• To take overall responsibility for the strategic development of the Administration Department in compliance to set departmental objectives, company policies and procedures at all times.
• Ensure clear ownership and responsibility among Administration Services team for each output.
• Improve customer satisfaction and deliver the business commitment through identifying and embracing efficiencies which meets and whenever possible exceeds expectations.
• Implements, evaluates, develops, and recommends continual improvement of office procedures and practices (Local Work Instructions) as required in compliance with QMS and ISO standards.
• General Administration duties with preparing correspondence and documentation, drafting and distribution, maintain spreadsheets, statistics, reports and databases including typing, encoding, data processing as needed via excellent use of MS office applications or other related software.
• Control and monitor the performance of subcontractors providing services (i.e Transportation Management, Laundry management, leased company vehicles etc…) including contract renewals, review, establish KPI to ensure compliance to quality and service standards and value for money at all times.
• Budget/Invoice Management and Petty Cash. Tracks office expenditures by recording expenses, purchase orders, authorizing purchases, ensure expenses do not overspend the allocated budget. Provides input into budget formulation.
• Maintain Asset Register that all Commercial and Procurement transactions are added to the register and that all written off assets are removed from the Register and disposed of as per the Company Policy and, wherever possible to extend the lifecycle of Assets.
• Branding Management. Enhance brand loyalty of staff and develop new strategies consistently manage the branding element in accordance with the Khadamat branding strategy. Undertake research into best practice for company branding and produce a Khadamat branding strategy.
• To provide executive support to the Operational Managers including taking minutes of the meeting and undertaking PA duties in the absence of the Personal Assistant to the GM.
• Carry out regular Quality Control checks of all outputs of the department.
• Reception duties (in the absence of Receptionist / Administrator whilst on leave, break, sickness etc.) as needed.
• Perform and carry out projects, ad hoc tasks, duties, Letters and monthly reports as instructed/directed by the General Manager.

• Ensuring GM has all the required information to enable him to discharge his duties efficiently.
• Extensive Diary management for the General Manager
• Ensuring GM has all the required information to enable him to discharge his duties efficiently.
• Carrying out background research into subjects the Manager is dealing with and presenting findings in an easily digestible form
• Organising and coordinating Senior Management meetings and Board meetings schedules and performing minutes of meeting and other required arrangements.
• Liaising with clients and other staff.
• Creating brochures and posters for the company.

• To respond to enquiries and general requests from within and outside the organization.
• Book venues and hotels and make travel arrangements domestically and internationally as required.
• To support other Senior Managers and other members of staff, as time permits in day to day activities.
• Ensuring all assets are maintained and breakdown is proactively managed ensuring emergency measures are in place and continuity of services.
• In consultation with Line Manager, produce a plan for the services requirement from Admin and ensure that suitable resource is available at all times to deliver the outputs as required in accordance with the needs.
• Manage all the processes and planning related to service deliverables including contingencies measures required.
• Review costs for the Admin Department, wherever possible without detriment to the business outputs, rationalize and reduce by reviewing/revising work processes, procedures and procurement etc.
• Plan/take actions after internal (Khadamat) customer satisfaction survey.
• Contribute to the planning and delivery of key company events as required from the Admin team.
• Promote innovation as part of continual development relating to efficiency and productivity of Administration services provision.
• Comply with company Environmental policy by taking an active role in the continual improvement of the environmental initiatives.
• Conduct gap analysis, and recommend to General Manager identified opportunities for improvement to be implemented after approval.
• People accountabilities, staff management and supervision of office support staff including allocation of day to day task, provision of guidance and taking rational decisions to ensure they provide the services required as per service standards in line with management and customers expectation.
• Direct reports performance management includes but not limited to set and agree challenging SMART objectives and complete Midyear and End Year performance reviews.
• Ensure develop skills set of a team member during periods of leave and absence, by this means service continuity achieved at all times and lead by example

Job Details

Date Posted:2016-01-14
Job Location:Al Ain, United Arab Emirates
Job Role:Administration
Company Industry:Facilities Management
Monthly Salary:US $7,000

Preferred Candidate

Career Level:Mid Career
Nationality:United Arab Emirates
Degree:Bachelor’s degree

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