Administration Manager / Office Manager

Urban Station - Mohandessin, Giza

397
Applicants for
1 open position
140
Seen
131
Rejected
Experience Needed:
5 to 7 years
Career Level:
Manager
Job Type:
Full Time
Salary:
Confidential
Languages:
English
Vacancies:
1 open position
About the Job

Admin Work:

  • Prepare, monitor and control department action plan and budget “Admin, Maintenance, Purchasing”
  • Work with accounting department to set budget, monitor costs, and expenses to assist in the budget preparation of the department.
  • Supervise day-to-day related tasks of the administrative department and staff members.
  • Develop and maintain a filing system, implement new procedures and administrative systems.
  • Typing, preparing and assembling reports or any requested letters, contracts and memos and coding documents.
  • Answering calls, taking messages, handling correspondence, maintaining diaries and arranging appointments for the CEO
  • Maintain departments schedule, update event calendars; schedule appointments, conferences, and teleconferences.
  • Manage daily/weekly/monthly agendas, arrange meetings and taking minutes.
  • Coordinate with the operations department to book meeting rooms for internal meetings for all departments.
  • Maintain office services by organizing admin work, Mailing; clerical functions and organizing missions outside the company through the messenger/courier.
  • Booking of airline tickets, organize travel and accommodation for staff for any business meeting.
  • Manage, train and evaluate his/her team.
  • Any additional administrative work in the scope of the company can be requested.

Maintenance:

  • Work collaboratively with all departments to implement Maintenance policies and procedures to maintain the appropriate quality of services.
  • Responsible and accountable for the maintenance of facilities and office equipment including machines, printers, AC etc. (either personally initiated or through subordinates)
  • Responsible for the way equipment runs and looks and for the costs to achieve the required level of performance
  • Communicate with competent offices and technicians to repair any malfunctions in any device or machine.
  • Follow up the repair of anything related to plumbing, carpentry, and electricity in the office.
  • Follow-up on a regular basis to ensure the safe and efficient operation of equipment and machinery.

Purchasing:

  • Work collaboratively with all departments to implement procurement strategies and methodologies and maintain the appropriate quality of goods and services.
  • Review supply requisitions to ensure adherence to quality and procedures.
  • Manage office purchases, orders cycle with attention to budgetary constraints.
  • Ordering stationery and all office supplies.
  • Contact vendors to be aware by the pricing of any office supplies, cleaning tools, stationery, and any other services to determine a list of possible vendors.
  • Evaluate offers and compare prices and quotations.
  • Negotiate contracts for the supply of goods and services so as to minimize the total cost.
  • Conduct a market survey to rate contracts, proposals and all data of prices to identify early suppliers for company services and needs.
  • Work closely with potential suppliers to ensure effective support.
  • Negotiate and executes contracts with the vendors as per criteria of quality, cost, and delivery.
  • Maintain database of all prices approved as a record and keep track of changes in prices frequently and updates.
Job Requirements
  • Any High bachelor’s degree; preferable to be in commerce.
  • From 5 – 7 years professional working experience.
  • Proven experience in the administration and purchasing fields
  • Knowledge of office administrator responsibilities, systems, and procedures.
  • Very Good in English language is a must.
  • Proficiency in MS Office (MS Excel, Word, and PowerPoint).
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Attention to details and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Excellent analytical skills with attention to details.
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