Administrative manager

Responsible for documents flow of the company (paper and electronic files). Receive, review incoming and outgoing documents for completeness, making copies of paper originals, filing paper documents, upload electronic documents into documentary data base; review clarity, accuracy, correctness and deadlines of orders, management notices, memos and regulations. Responsible for business travel (booking of hotels, tickets ordering in accordance with company’s regulations, visa support for employees); check travel agencies' invoices for correctness.

(Fixed term employment) Provided smooth day-to-day office maintenance (reception, office cleaning, mail distribution, courier services, meals including corporate lunch program, procurement, entrance card system support, security system management, archives management, induction for new employees.
Business travel and transportation: coordination of travel support providers, optimization of business travel documents flow. Relocation of foreign employees, management of corporate housing program.
Facilities management: liaison and coordination with landlords of residences, monitoring of functioning of air-conditioning, fire prevention & security systems, minor repairs management. Controlled that the office was maintained in accordance with Health & Safety regulations.
Financial functions: budget control, GSAP (PO tracing, SES creation, splits and SAPGEN’s, G/L accounts, budgeting, accruals). Management and coordination of contracts processes.

Management of the department for meeting high quality timely documents circulation (paper and electronic files); Personnel management; Records management; Control of execution of documents and given tasks..

Liaison and coordination with landlords and project team (new office premises project) on the office maintenance and services. Led tenders for best offers/cost saving. Chose new and managed present services providers and suppliers, offered and implemented outsourcing call-centre, contracts control, procurement, personnel management.

Administrative functions: implemented administrative policies and procedures for Moscow and regional offices; budget management and costs control.
General services: controlled all services providers, procurement functions; property and facilities operations; fleet management, health and safety programs, printing and mailing services.
Business support management: business travel, company’s document circulation, housing program, corporate events.
Personnel management: administrative department, including IT, HR, office management, business travel.

Start-up project. Arranged office set up including: office premises, repair works, hooking phone and computer lines, furniture, supplies; organized registration of the company with Russian governmental agencies; set up filing system for documentation, wage payments and labor contracts, leased office vehicles; visa support, work permits and travel arrangements for foreign employees.

Was responsible of Office Services Subdivision function and performance.
Developed and implemented corporate policies, procedures and standards for HQ and regional offices.
Budget management and costs control.
Facilities management, office maintenance of company's owned Moscow offices, outsourced services management (cleaning, catering, design and office layout providers).
Supervisory responsibility – up to 50 employees plus sub-contracted staff.
Direct management of 4 departments:
- Office support department (reception and switchboard supervision, meeting rooms reservation, corporate canteen and restaurant management),
- Business travel department (contracts with hotels and airlines, cooperation with travel agencies, visas and work permits for foreign employees, housing programme);
- Communications & records department (documents flow - both electronic and traditional, archive, courier services);
- Supply department (procurement and distribution of office supplies, office furniture and equipment, annual inventories).
Projects:
2004 - “VimpelCom” re-branding - redesign of administrative offices, printed materials in accordance with new style, electronic document flow "Orders".
2006 - 2007 - new HQ office. Premises planning. Office furniture and equipment procurement and delivery. Standards and quality service levels for: dining areas, corporate canteen, meeting room’s, conference hall, high profile area. Active participant of office move project team.

Managed shift team of customer service reps, cash office staff, security and support personnel of the Supermarket.
Put together day-to-day cash reports.
Solved clients’ problems.
Promotion of Supermarket services.
Created training program for newly recruited personnel.
Conflict resolution, personnel management and training, budgeting

Property management: office maintenance, office space planning and optimization.
Residential housing program management. Transportation management. Customs and shipping support.
Liaison and coordination with Embassy General Services Office and head office in Washington D.C. Annual reports preparation for USAID HQ. Back-up support for Procurement division Acquisition Agent.

Staff accommodation and office premises oversight. Liaison and coordination with landlords. Procurement of office equipment and other capital equipment. Staff recruitment and management. Customs clearance. Travel implant co-ordination.