Jayalath - Office Manager - Dubai, United Arab Emirates

Nimmi Jayalath

Dubai, United Arab Emirates


Office Manager


Experience in Executive Assistant and Office Management roles, mentoring and developing a small team of 16, with experience in office start-up and project management. Identifies and develops opportunities; innovates and makes things happen with a solid approach to achieving tasks. An individual who enjoys a challenge, a quick learner and possessing the ability to cope well under pressure as well as being a good team player. Accustomed to handling sensitive, confidential records. Demonstrated history of producing accurate, timely reports meeting guidelines. 10 years Middle East Experience.

Work History

Administrative & Executive Assistant

Hashoo Group

January 2006 - December 2007

o Managing and maintaining complex calendar and travel requirements
o Developing working relationships with internal staff and external clients and assisting their assistants to facilitate the flow of information and scheduling process
o Preparing weekly time sheets and expense reports
o Prepare client proposals, letters, memorandum and all correspondence
o Coordinate meetings, arrange conference bridges and prepare and circulate meeting agendas and materials; attend and minute meetings.
o Provide full administrative support and back up assistance to other Executive Assistants as and when required Administration related issues, registration and license of Companies.
o Maintaining company cars insurance and registration
o Prepare and follow budgets for personnel operations.
o Work involves organizing the flow of external incoming and outgoing information & mail and maintaining record of all documents.
o Arranging meeting, appointments and performing remedial action on complaints of customers in all properties
o Responsible for organizing Dinners and social events and designing invitation cards for such events.
o schedule appointments and maintain diary for chairman and President
o Transcribe, type and proof read highly confidential letters, memorandums, agreements
o Business and personal (including family) travel planning, secretarial duties, filing
o Management of business and social diaries including all meeting requests and logistics
o Office Manager with full jurisdiction over suppliers, contracts, HR and IT matters
o Co-ordinate schedules, appointments and bookings
o Handle customer inquiries and complaints
o Maintain a safe and secure working environment

Office & Administration Manager

Hashoo Group

From December 2003

(June 2008 till date)
Job Description:

Office & Admin Manager
o Responsible for the day today operations of the Dubai Office, ensuring a pleasing atmosphere for staff member and visitors
o Coordination with Group Finance and Accounts Department on critical cash Management functions including bills processing, Cheque preparation,
o Supervise the management and maintenance of all IT networks, Computers, office equipment, phones, machines, mailing systems and post -office boxes
o Plan and schedule office work assignment for administrative support staff and delegation of duties as appropriate
o Inventory control of office supplies, preparation and allocation of office Budget
o Handling and assistance in upper Management/Owners personal affairs (Residential bills, Family personal staff, Banking functions, Drivers and domestic staff
o Liaison with managers and staff to ensure compliance of office policies and standards.
o Efficiently manage company trade license, their renewal and cancellations.
o Manage all the Travel related needs of the management, Staff, guests, and visitors. Additionally organize meetings, appointments conferences as per management needs.
o Maintaining employees attendance record, leave, leave salary and HR related all the issues
o Help hiring Junior staff to the company and arranging the their agreements accordingly
o Interaction with the head of multinational, Diplomats and higher Government Official on the behalf of Chairman.
o Handling visas, and liaison with Embassies, Government Authorities like Jebel Ali Free Zone, Sharjah and Dubai Economic Department and Immigration Department.
o Preparing write-ups, Advertisements and organizing Media launch of Group's real Estate (Golden Palms) and other projects.
o Ensures the priority scheduling and consistent, on-time delivery of stakeholder expectations for the Office of the Chairman
o Provides executive assistance to the Chairman by ascertaining the priority of inbound documents, requests and...

Accounts Assistant

Hashoo Group

November 2003 - December 2005

o Handling petty cash, and purchases and inventory
o Handling Bank and cash
o Preparing monthly payroll for the entire office
o Maintaining Accounts and ledger, reconciliation with the bank statement, bookkeeping, managing telegraphic transfers and other bank related issues
o Reconciles invoices in due time
o Keeping monthly records of expenses and cash in hand
o Preparing procedures and documents on bank transfers and other related transactions locally and internationally.
o Monitoring various bank accounts of the company
o Independently handling Executive expenses
o Responsible for all the payables and receivable

Executive Secretary

Arab Light Group of Companies

May 2003 - November 2003

Job Description:

o Receive & transfer all incoming & outgoing International calls.
o Typing memorandum for posting at the company bulletin board.
o Assists/Entertains new applicants for exam and make schedule for interview.
o Business and travel arrangements to overseas and applying for visas accordingly for the General Manager & Finance Manager
o Handling incoming & outgoing communications and couriers with regards to the important documents
o Makes appointments for General Manager & Finance Manager
o Answers and makes telephone calls, receives and relay messages, etc.


Obaid Al Hotti Trading Company

September 2002 - April 2003

Job Description:

o Accommodate incoming calls and attend clients inquiry
o Arranging meeting, appointments and performing remedial action on complaints of customers in all properties
o Preparing and filling of legal and important documents.
o Reservation of tickets, Hotels & Desert Safari's
o Issuing manual Tickets (Kish Air)
o Negotiate with travel agents & hotels for the tickets fares and hotels rates
o Provide secretarial services to the office staff
o Typing of all company correspondence, transmitting messages over fax
o Operating Internet & Emails
o Handling all telephone calls and answer clients queries
o Takedown & forward messages
o Receive & dispatch Couriers, mail and postal
o Handling petty cash
o Receive visitors
o Ensure an organized filing system

English Teacher

Pioneer English School

January 2002 - August 2002

Job Description:

o Teaching Language (English, French) for primary students selected by the Department of Education in the Central Province of Sri Lanka
o Conduct trainings and activity based, practical English programme Island wide

English Teacher

Dharma Raja College

September 2001 - March 2002

Job Description:

o Teaching

Qualifications & Certifications

professional English

secondary English

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