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Abbas Khan Swabi

Abbas Khan Swabi

Hostel Manager
Swabi, Swābi District


About Abbas Khan Swabi:

I want to establish clear standards in the workplace so that subordinates know what is expected of them. The ultimate goal is to maintain a consistent flow of high-quality work in order to avoid wasting time redoing tasks, which reduces productivity and degrades the performance of the department that a manager oversees.


Job Function: Hostel Manager
Employers: GIK Institute of Engineering Sciences and Technology
Start Date - End Date: (07-05-2015/ Current).
As a Hostel Manager at GIK Institute's 13 large hostels with a total capacity of 2500 guests.
Policy and Procedure Development:
I am develop and implement daily policies and procedures for the daily operation of the guest hostels, ensuring compliance with institute standards and regulations.
Supplier Negotiations:
I negotiate with suppliers to secure materials and supplies required for hostel operations, ensuring cost-effectiveness and quality.
Training and development:
I conduct regular training sessions for new and old hostel staff to ensure they are well-equipped with the necessary skills and knowledge to perform their duties effectively.
Front Desk Duties:
I perform front desk duties, including check-in/check-out procedures, managing reservations, and providing assistance to guests as needed.
Budget Management:
I prepare and manage budgets for the hostels, monitoring both revenues and expenses to ensure financial sustainability.
Policy Enforcement:
I enforce hostel policies and procedures consistently to maintain a safe and comfortable environment for all guests.
Customer Relations:
I address customers' complaints or concerns promptly and professionally, aiming to resolve issues to the satisfaction of the guests.
Special Needs Assistance:
I provide assistance and accommodations for guests with special needs to ensure their comfort and accessibility within the hostel facilities.
Work Scheduling:
I establish work schedules for hostel staff, ensuring adequate coverage to meet guest needs while managing labor costs efficiently.
Menu Planning and Development:
Create and update menus that cater to the preferences and dietary needs of hostel residents and customers. Ensure a variety of options, including vegetarian, vegan, and special dietary choices.
Food Preparation and Quality Control:
I also supervise the preparation and presentation of food to maintain high quality and safety standards. Monitor portion sizes and food storage to prevent waste and ensure freshness.
Kitchen Management:
I further oversee the kitchen staff, including chefs, cooks, and kitchen assistants. Assign tasks, manage work schedules, and ensure proper training for staff members.
Inventory Management:
I am also maintaining inventory of food and beverage supplies. Monitor stock levels, place orders, and manage deliveries to ensure the availability of ingredients and products.
Budgeting and Cost Control:
I develop and manage budgets for food services, including cost control measures to optimize financial performance and minimize food waste.
Customer Service:
I ensure exceptional customer service in both the dining facilities and cafes. Address customer feedback and concerns promptly and professionally.
Hygiene and Safety:
I ensure compliance with food safety and hygiene regulations. Conduct regular inspections of the kitchen and dining areas to maintain cleanliness and safety standards.
Promotions and Marketing:
Develop and implement marketing strategies to attract customers and promote food services and cafe offerings.
Event Planning:
Coordinate and oversee special events, catering services, or themed dining experiences within the hostel.
Staff Training:
Provide training to kitchen and cafe staff on food preparation, customer service, and safety protocols.
Financial Reporting:
Prepare financial reports related to food and cafe operations, including revenue, expenses, and profitability analysis.

Job Function: Accountant
Employers: La Maison Catering LLC. Dubai
Start Date - End Date: (01-07-2014/ 01/04/2015)
Accounting Software Management:
Implemented Oracle accounting software to streamline expense report review and processing. Utilized the same software for monthly closing processes and financial statement preparation.
Financial Reporting and Analysis:
Reconciled and maintained the company's balance sheet accounts, ensuring accuracy and up-to-date records. Prepared monthly financial reports and conducted detailed account analysis for discussions with the company owner.
Budgeting and Forecasting:
Prepared annual and monthly budgets as well as sales forecasts. Assisted with payroll administration in alignment with budgetary constraints.
Bank and Financial Management:
Collaborated with the owner to monitor and address bank-related issues such as unusual fees and discrepancies in checks. Conducted annual account and bank reconciliations and ensured audit preparation and coordination.
Accounts Receivable and Payable:
Verified documentation and maintained a detailed record of payment requests and disbursements, ensuring compliance with audit standards. Managed accounts receivable and payable administration, optimizing cash flow processes.
Payroll Administration:
Oversaw staff payroll administration, ensuring accurate and timely compensation for employees.
Business Ventures and Feasibility Studies:
Reviewed and processed expense reports to prepare feasibility studies for potential new business ventures. Contributed to the successful establishment and operation of a new business branch in Ajman, UAE, which continued until 2022.
Financial Research and Recommendations:
Collaborated with Dubai Bank Islami to research financial sourcing options for the new business branch. Provided financial recommendations and insights to support decision-making before the branch's opening.


Job Function: Account Receivable Officer
Employers: Marriott Hotel Islamabad (Five Star).
Start Date - End Date: (07-02-2013/ 22-03-2014)
Billing System Management:
Self-trained on the current billing system to generate and distribute invoices to relevant departments both electronically and in hardcopy.
Payment Tracking and Collection:
Adhered to work ethics and maintained a proactive approach to track, collect, and distribute payments, enhancing the hotel's cash recovery process and overall cash inflow. Ensured that billing, collection, and reporting activities were consistently completed ahead of schedule.
Account Reconciliation and Analysis:
Excelled in creating accurate and comprehensive account reconciliation statements. Recognized as the best employee for meticulously checking guests' account information to identify non-payments and late payments, streamlining the recovery process.
Aged Accounts Receivable Management:
Developed an AR age analysis using Excel, effectively highlighting aged accounts receivable for focused recovery efforts. Proactively followed up on aged accounts to expedite the recovery process.
Customer Records and Payment Options Enhancement:
Revamped the process of maintaining customer files and records for accounts receivable by implementing a computer-based record-keeping system. Introduced the option to accept credit card payments, in addition to bank deposits, resulting in increased customer inflow.
Debt Recovery System Implementation:
Established a systematic debt recovery process to accelerate the collection efforts. Utilized the computer-based record system to initiate collection activities, reaching out to customers via phone, email, mail, or in-person interactions.
Assisting with Month-End Closing:
Provided support to receptionists in preparing month-end closing statements by collecting relevant data and creating monthly performance metrics.


Economics & Finance
From: 2017, To: 2023
COMSATS University Islamabad, Wah Campus

Business Administration
From: 2013, To: 2014
Quaid-e-Azam University Islamabad

Bachelor in Business Administration
From:2008, To:2012
University of Peshawar

Diploma in Hotel Management
98% Practical
94% Theoretical
From: 2013, To: 2014
National Institute of Cultural and Studies

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