Job Details
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Job Description
Overall Purpose of the Job:
- Handle all the administrative public relations tasks in addition to assisting the upper management with, training processes and scheduling.
Primary Tasks:
- Follows up processing invoices, purchase orders and other financial activities in support of the business Development Department.
- Provide administrative backup to the Business Development Department as needed (e.g. internet and external communications, secure document handling etc.)
- Responsible for the oversight of departmental files, including confidential information, to ensure proper storage is handled in an organization timely manner.
- Identifies and works to remove barriers to successful completion of the overall project.
- Follows up tracking contracts, purchase orders, submittals and completes project according to agreed schedules,
- Responsible for maintaining and organizing landscape project files and plans and systems.
- Creates and distributes correspondence relevant to the team and/or project.
- Develop and maintain accurate and complete files for projects and programs.
- Coordinating schedules and activities, receiving (document, invoices and letter) from outside parties to be distributed internally.
- Placing order for supplies and tracking progress and results.
- Maintains accurate and up to date records such as vendors and clients list.
- Provide support to the finance regarding any issues related to consultant and suppliers payments.
- Responsible for Control/Track/Issue of complete project documentations such as incoming and out coming correspondence, site instructions, change orders, letters, staff daily report, Submittals and other forms of pertinent documents from the client and suppliers.
- Coordination between other consultants and suppliers for facilitating documents workflow and ensure documents status to be closed.
- Follow up with the team members and others for “open “status items to be closed down.
- Create variety of indexes, summaries, updates analysis and reports.
- Performs miscellaneous job – related duties as assigned.
Marginal:
- Set daily schedules with regards to internal and external meetings for the upper management.
- Follow up with the accounting department on overdue payments that have been invoiced.
- Operate office equipment such as fax machines, copiers, and phone systems and use computers spreadsheet, word processing, database management and other applications.
- Answer phones and give information to callers take messages or transfer calls to appropriate individuals.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Setup and maintain paper and electronic filing systems for records, correspondence and other material.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Complete forms in accordance with company procedures.
- Prepares financial statements, financial reports and special analyses.
- Oversees and guides the day-to-day management and functioning of the accounting and Finance Department.
Areas of Responsibilities:
- Office Hospitality
- Internal and External communication.
Job Requirements
Education, Skills, Experience required:
- Females Only
- Bachelor degree.
- 3-5 years’ experience as coordinator/ Office manager.
- Good Skills in Microsoft office and internet.
- Excellent in English, verbal /written communication.
- Data Entry Skills,
- Ability to effectively prioritize and execute tasks in a high- pressure environment.
- Ability to work well through others.
- Strong leadership and interpersonal skills.
- Good Communication and customer service skills.
- Excellent project management and priority – setting skills.
