Aiming for career enhancement opportunities in Office Management / HR Operations with a leading organization of high repute
SKILL SET
Office Management
HR Operations
MIS Reporting & Documentation
Recruitment & Selection
Training & Development
Event Management
Liaison & Coordination
Customer Service
Team Management
PROFILE SUMMARY
• A competent professional with an experience of 9+ years in Office Management, HR Operations, MIS Reporting, Liaison & Coordination and Team Management
• Conversant with the laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules and democratic political process
• Experienced in carrying out HR activities related to appraisal process, grievance settlement, employee welfare, payroll management, compensation & rewards, etc.
• Proficient in managing the entire gamut of HR & Office Administration functions and developing HR policies to optimise resource & manpower utilisation
• Skilled in maintaining harmonious relations among management, employees & workers through efficient administration
• Actively represented the company at CCMA Level (Conciliation & Arbitration)
• Possess excellent communication, interpersonal, negotiation & problem solving skills
CORE COMPETENCIES
• Overseeing office administration, support services, vendor management, travel (flights, trains & cabs) arrangements, etc.
• Monitoring reservations for executives, guest house, hotel accommodation / residences for overseas employees, courier service, etc.
• Procuring stationery, fax machines, photocopiers, catering & office furniture/equipment and responsible for the maintenance, cleanliness & tidiness of the entire office
• Managing recruitment life-cycle for sourcing the best talent from diverse sources after identification of manpower requirements and developing training & development initiatives for quality enhancement
• Submitting Employment Equity Plans within specified time frames to the Labour Department
• Conducting and organizing induction & social responsibility programmes and events like dinner, corporate trip, family day, etc.
• Handling joining formalities like preparation of various letters like offer, rejection, salary, annual, promotion & employment contracts and maintaining records of attendance, leaves, etc.
• Generating corporate, background and personnel documents & reports to keep a track of all the activities of the organization
ORGANISATIONAL EXPERIENCE
Since Nov’14-Till Date Systems Industrial Automation FZE (c/o Silvertech Middle East FZCO) , Jebel Ali Freezone, Dubai as Office Manager
Role:
HR RESPONSIBILITIES
- Recruitment &Mobilisation and induction of new employees
- Terminations and resignations
- Salary, compensation and benefits (comparison including research)
- Advise department heads on HR issues and local laws
- Arrange training and monitor training data
- Staff welfare and counselling, solve conflicts
- Policies and procedures
- Strategic personnel planning
- Writing job descriptions
- carrying out staff appraisals, managing performance and disciplining Staff
- Organising staff events (annual party, team building etc)
- Point of contact for HR HQ and other client entities
ADMINSTRATIVE RESPONSIBILITIES
- Administration of car and hotel requirements and rates
- Check and sign off invoices, monitor expenses
- Insurance packages and rates (health, fleet, building, workers comp etc.)
- Policies and procedures
- Company leases (labour camps, manager’s accommodation)
- Management events and meetings
- Maintenance / administrative suppliers and rates
- JAFZA Documents and requirements
-using a range of office software, including email, spreadsheets and databases;
- Eitsalat requirements and rates
- managing filing systems and developing and implementing new administrative systems, such as record management;
- recording office expenditure and managing the budget;
- organising the office layout and maintaining supplies of stationery and equipment;
- maintaining the condition of the office and arranging for necessary repairs;
- ensuring adequate staff levels to cover for absences and peaks in workload, often by using temping agencies
- delegating work to staff and managing their workload and output;
- writing reports for senior management and delivering presentations;
- responding to customer enquiries and complaints;
- reviewing and updating health and safety policies and ensuring they are observed;
- arranging regular testing for electrical equipment and safety devices;
- attending conferences and training;
Since Jan’13-Oct’14 Gates Engineering & Services FZCO, Jebel Ali Freezone, Dubai as Office Manager
Role:
• Supervising a team of 18 people including the Purchase Team regarding vendor & supplier registrations
• Responsible for carrying out activities for Customer Service& Operations Department in MENA region
• Receiving enquiries & orders from the sales person of various branches, BDM's & clients and distributing the same within the team
• Managing the quotes those are sent to clients on timely basis
• Developing and maintaining various reports with open, progress, closed won, closed lost opportunities for the management
Jan’10-Dec’12 MRS Packaging Ltd., Jebel Ali Freezone, Dubai as Office Manager
Role:
• Designed & distributed agendas, minutes of meetings and arranged committee, board & other meetings
• Monitored the To Do List and L/C
• Carried out activities related to:
o Opening, sorting, distributing & managing of incoming correspondences like faxes, email & couriers within the time frame
o Allocating charges to the appropriate code or client as per the office procedure
o Preparing general ledger like accounts payable / receivable, cash flow and payments based on priority
o Maintaining claims/expenses of Area Sales Managers at Director’s office pertaining to local / international travel & mobile claims and miscellaneous expenses
• Interacted with External Auditors during audit and updated all procedures & forms
• Handled petty cash upto the amount of Dhs. 50,000 & cheques and deposited the same in the bank
• Maintained records of all departure, arrival & customs clearances as specified by customer operating procedures
• Ensured that:
o Processing of new visas, employment permits & health cards and their renewals are carried out within the time frame
o Kitchen appliances and supplies are purchased, maintained & stocked properly
o Letter of Credits and Guaranteed Checks are delivered as per the incoterms to avoid export control issues
o Order has been executed as per the production plan, loading & shipping was done within the time frame while coordinating with the Supply Chain Team
o Insurance policy, HR handbook, company doctors’ list, performance appraisal form are properly maintained & filled
• Provided advice to client’s opening banks for amendments, created L/C procedures & checklist for spares & packaged material delivery
• Supervised stock order procedures to ensure that Technicians and Service Department have adequately supplied all parts & materials
• Coordinated with:
o Employment & advertising agents regarding service fee, advertisement recruitment & interview schedules
o External Consultants regarding employees’ training needs and arranged training schedules for them
• Identified sources for freelance designers within short notice and placed them appropriately as per the requirement
• Supported Accountant in planning & preparing annual headcount report and updating organization chart
• Managed internal & external meetings using insight & decision making skills pertaining to rescheduling & juggling meetings
• Attended telephone calls, prepared agendas & briefing notes for meetings and drafted documents to be proof read
Jan’06-Dec’09 VingCard Elsafe, Karama, Dubai as Office Manager (Human Resource & Administrator)
Role:
• Ensured a balance between control of costs & attracting / retaining staff while monitoring organization's salary structure & benefits provision
• Conducted job evaluations to ensure that the differences in pay among different jobs within the organization are fair & perceived to be so
• Made recommendations on changes to pension & insurance schemes
• Developed & implemented new benefit packages and ensured that these were current & competitive in line with legal requirements
• Maintained personnel record system with regards to current legislation
• Provided recommendations for appropriate salary grade placement & adjustments and ensured its consistency with objectives regarding internal equity & external competitiveness
• Determined competitiveness of the company's compensation package by conducting & analysing salary surveys
• Assisted in preparing salary grade structure, retirement plans, section's annual capital and operating & maintenance budgets
• Served as a liaison with both internal / external Attorneys & Auditors with respect to company's benefit plans
• Defined and implemented policy for office space & processes as needed to increase the productivity & efficiency
• Handling building & maintenance issues and cleaning & performance contracts
• Coordinated with:
o EMEA Facilities Manager for any office moves and construction
o Health & Safety Representative for Paris office in executing projects like Health & Safety Employee Legislation and Emergency Response Plans
EDUCATION
2008 Office Administration & Business Communication from Manipal Sikkim University, Dubai
2005 Post Graduation Diploma in Personnel Management from St. Aloysius College, Mangalore University, Karnataka
2004 Masters in Social Work (HR) from School of Social Work, Mangalore University, Karnataka
2002 Bachelor of Social Work from School of Social Work, Mangalore University, India
IT SKILLS
• Conversant with:
o MS Office 2000 - Word, PowerPoint & Advanced Excel
o Programming Languages - MS-BASIC & Tally (ERP 9, 8.1, 7.2, 6.3)
o MS Windows (98, XP, 7)
PERSONAL DETAILS
Date of Birth: 14th November, 1984
Nationality: Indian
Passport Status: F3382589 (Dt. of Issue: 13/05/2005 Dt. of Expiry: 12/05/2015)
Visa Status: Work Permit Visa
Driving License Details: UAE & India
Marital Status: Married
No. of Dependants: None
Current Address: Dubai – 61046, Al Safia Building, B Block, 221
Permanent Address: Mangalore, Karnataka, India
Languages Known: English & Hindi
Location Preference: Dubai / Sharjah
ANNEXURE
With MRS Packaging Ltd., Jebel Ali Freezone, Dubai
Coordinated with Online & Manual Services of Dubai Government like:
• Dubai Trade & Dubai Customs:
o Dealt with company registration in Dubai Customs
o Cleared all types of import shipments through Mirsal II
o Involved in custom clearing and forwarding
o Handled manifest and cargo
o Managed cargo clearance and haulage services
o Carried out DP World Services (Vessel Information, Cargo Delivery Request & Container Enquiries)
• Ministry of Finance and Industry (For Register / renewal Manufacturer License to get Duty Exemption 5% for all import goods used in Manufacturing)
o Updated the Industrial License for Manufacturing (Arabic License)
o Applied for 5% Duty Exemption for all type of raw materials imported from rest of the world which was used in Manufacturing
o Registered / added raw materials with Ministry of Finance & Industry to apply duty exemptions facilities
o Legalized goods in Ministry of Finance & Industry
o Handled e-dirham card
• Dubai Municipality (Food Import, Export & Re-Export Services)
o Made Food Health Certificates for Export Consignments (English & Arabic) and online payments for all online services by e-Dirham Card
o Handled Radiation Test Certificate
o Took Food Label Approval & import code from Dubai Municipality for all imported food items
o Involved in Bar Code Registration, Food Destruction and Food Import Request
o Applied for FIRS request (Food Import Request Seaport)
o Followed-up Consignments and Undertakings
o Cleared (DIP) Deferred Inspection to Premises
o Kept update of Occupational Health Card for employees
o Undertook appointments for medical checkup for employees
• Ministry of Economy:
o Prepared certificate of Origin to export products to GCC and other Arab League Countries (English & Arabic)
o Updated company registration
• Dubai Chamber of Commerce & Industry:
o Made Certificate of Origin for goods (English & Arabic)
o Updated company's membership in Dubai Chamber of Commerce & Industry
• Department of Economic Development:
o Updated industrial license annually (Registration/Renewal)
• Ministry of Labour (On behalf of the company)
• Arabic Documentation:
o Kept up-to-date all company licensing, employees Visa, Labour Card, Municipality Card for employees, Passport, Medical Insurance Card, etc.
o Translated all vital documents into Arabic language, including texts that are present on packages like Ingredient lists, addresses etc.
o Prepared import / export documents both in Arabic & English languages and Arabic letters for foods distribution in UAE
o Registered vehicles for products distribution in entire territory UAE and kept distribution permit of registration updated in Tasjeel RTA
o Liaised with Muroor for branding
o Managed all legal records of employees
o Arranged vehicles registration in Municipality and keep documents updated for the distribution of products