Office Administrator @ iHub

Job brief

• Office administrators are responsible for the efficient functioning of an office/division through a range of administrative, financial and managerial tasks.

The job can be very wide-ranging.

We are looking for a reliable Office Administrator for a 10 months Project.

The Role

• You will be a part of a highly paced and challenging event creation project for 10 months with extensive national exposure.
• You will be part of an organization team with the goal of planning, marketing and executing a competition between universities which is the first Electric Vehicle Rally in Egypt, through-out its complete life cycle of competing teams preparations technically through event marketing and identity creation all to event execution.
• Passion and interest in automotive competitions and motorsport is a major advantage.
• You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities.
• An excellent office coordinator is, above all, an organized and competent professional with phenomenal communication skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.
• In many occasions, you will act as the point of contact for the office communication with multiple national and international entities so a marketer mind-set is highly required.
• The goal is to ensure that office operations are efficient and add maximum value to the organization.
• In return, we will provide you a competitive salary and an opportunity of self-development through experience in this innovative 10-month assignment.

Responsibilities

• Coordinate office activities and operations to secure efficiency and compliance to company policies.
• Assist the Project Director activities and operations and secure business needs.
• Manage agendas/travel arrangements/appointments etc. for the project.
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support budgeting and bookkeeping procedures.
• Create and update records and databases with personnel, financial and other data.
• Track stocks of office supplies and place orders when necessary.
• Submit timely reports and prepare presentations whenever necessary.**
• Follow-up the staff attendance and prepare the relevant reports.**
• Assist colleagues whenever necessary.
• Coordinate office security and greet guests
• Organize team conferences or social events
• Perform administrative duties for managers (expense reports, etc.)
• Organizing meetings and managing databases
• Dealing with correspondence, complaints and queries
• Ensuring that health and safety policies are up to date
• Attending meetings with senior management to keep meeting minutes.**
• Assisting the organization’s HR function by keeping personnel records up to date.
• Arranging job interviews
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Maintain contact lists
• Act as the point of contact for internal and external communication.
• Additional duties as requested by Project Director