Job Description

Ref. JB1416416

Office Manager (English - Arabic Speaking)
Al Khayyat Investments L.L.C. (AKI Group)

Job Purpose:
Ensures the smooth running of the Group office services at the head office, providing a support desk for all matters pertaining to the Chairman and the Board of Directors, servicing their day to day requirements, organizing matters pertaining to requests from top management. Promote the image of the company externally and liaisioning with government departments. Performs a range of administrative duties. Handle both internal and external correspondence for Chairman’s office. Maintain key documentation, archiving files and documents, keeps records of meetings. To solve problems relating to organizational and administrative issues at the top management level. To coordinate with all Divisional Heads (Business unit Heads) for all business requirements.

Key Performance Areas
-Planning, coordination and follow-up with all group companies
-Smooth and efficient running of group office services
-Promotion of company image
-Coordination with all external agencies/ Govt.
departs/Business acquaintances
-Drafting business communiations
-Drafting Para-Legal documents and coordinating with Law firms for all company related matters
-Planning, coordination and follow up of all matters pertaining to Chairman and the Board of Directors of the group.
-Handling the Chairman's office on day to day operations
-Handling all documentation with respect to starting up of new companies or establishments.

Main Tasks & Accountabilities
Planning
Plans, Executes and implements the daily running of office services in the Head Office where the Chairman and M.D. are based. Manages staff at the level, establishes with top AKI management. Promote the image of the Company at available opportunities.

Organizing
-Provides organizational assistance to Board of Directors on all related matters
-Makes arrangements for and receives VIPs as directed by the top Management
-keeps track of the agenda of the Chairman and the Board of Directors for their meetings/travel plans/asignments
-organising their Ticketing and Hotel accommodation

Sourcing
Works with CEOs/General Managers/Divisional Managers of the group internally and externally with vendors and suppliers to provide the best possible office solutions and office equipment for both head office and for its subsidiaries of AKI group.

Documentation
Follows and establishes procedures to protect key documents and other confidential documents. Ensures processing of forms, renewal of key information is completed as required. Full knowledge of working in IT environment, fully conversant with all MS Office applications and independantly handling all software applications / package with Oracle Based integrated solutions.

Negotiation
Facilitates the best rates with hotels, airlines and organizes reservations / ticketing.

Government Liaison
Manages the office contracts and Company registrations with government entities.

Skills
Education Level - Minimum Preferred
A degree in business administration or a similar qualification. Excellent over all command of English and Arabic, speaking, reading, writing & presentation. Para-Legal experience preferred.

Professional Qualifications/ Mandatory Licenses
A valid UAE driving license and with a own car.
Work Experience
At least years of experience 5 - 6 years as Office Manager in UAE, organizing complex schedules and detailed event management. Proven ability to manage pressure.
Special Skills
Excellent interpersonal skills
Communication skills
Excellent written and spoken English
Excellent written and spoken Arabic
Excellent organizational skills
Highly focused
Excellent English - Arabic Communication
Execellent IT exposure and MS office Applications
Self Drafting skills in English & Arabic is necessary
Behavioral Competencies
- Achievement Orientation
- Communication Abilities
- Innovation and Adaptability
- Problem solving
- Working with Others
- Leadership
- Administration skills

Skills

Excellent managerial skills in group offices, excellent communication skills both english and arabic.
Excellent IT skills and MS Office Applications.
Self Drafting in English and Arabic business comminication
Special Skills
Excellent command of English and Arabic is essential
Excellent interpersonal skills
Communication skills
Excellent written and spoken English
Excellent written and spoken Arabic
Excellent organizational skills
Highly focused and Ownership driven
With good analytical skills
To Prepare flow charts / work flow processes / power point presentations / Organograms / flip charts (all in English & Arabic)
Latest techniques on communiations methods like media/TV/Magazines/Dailies/

Behavioral Competencies
- Achievement Orientation
- Communication Abilities
- Innovation and Adaptability
- Problem solving
- Working with Others
- Leadership
- Administration skills
- Para - Legal experience preferred
- MS Office Applications and Oracle based
- Stenography will be an added advantage
- Leadership and Team player
- Managing workforce from Top to bottom in the Hierarchy of the management.
- Conveyancing
- Govt. approvals and documentation exposure with respect to starting of new companies for group

Education

Bachelor Degree

Company Profile

The Al Khayyat Investments L.LC. (AKI) Group is a well establised and diversified group in the UAE, having its inception since 3 decades back.A young and dynamic organization, it has since grown from strength to strength representing multinational companies. The major businesses are into Pharma/Medical & Laboratory Retail /Distribution/Automotive(Jordan)/Landscape/Interiors/Modular Kitchens/Pest Control & Waste management.

We partner with leading international brands through our 3 broad business activities:
Retail / Distribution / Automotive / Construction / Landscape
Alphamed Group is a member of Al Khayyat Investments.

A. Retail
-BinSina Pharmacy
-Sports and Lifestyle
-Food and Beverage
Our retail experience is amply demonstrated by the success of our retail concepts:
The current store network of 67 stores expected to almost increase further in the near future.
B. Distribution & Services
The group has autonomous divisions operating in the distribution business across the UAE with direct sales and merchandising covering 8000 outlets including hypermarkets, supermarkets, pharmacies, hospitals, airports, stationery, sports shops, hotels, schools, municipalities and government institutions.
C. Automotive
The Automotive business operates as the Al Khayyat Group and concentrates on the Jordan market. Established in 1996, is has has gained a strategic share of Automotive market in Jordan such as Peugeot /Mazda /Iran Khodro/Geely

ABOUT US
Major divisions is independently managed
FMCG / Pharmaceutical & Health Care / Medical & Laboratory/ Equipment / Environment Services / Sports & Fitness /Automotive
/Retail/Pest control/Waste mngt.

RETAIL
Our retail experience is amply demonstrated by the success of all our retail concepts:
* Binsina Pharmacy
* Fila
* Fitworx
* Il Caffe di Roma

Our group companies include

ALphamed Group
Gulf Landscape & Irrigation systems
Italdeco FZCO
ALNO MIddle East FZC
Pest Free
Khayyat Motors in Jordan