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Executive Secretary - Technical Office Department

Construction Management Systems
Maadi, Cairo
Posted 5 years ago
182Applicants for1 open position
  • 105Viewed
  • 17In Consideration
  • 10Not Selected
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Job Details

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Job Description

OFFICE MANAGEMENT RESPONSIBILTIES:

Main Secretary responsible for daily Receiving & Distribution of ALL incoming documents.File / Update / Maintain all the documents in an organized manner and controlling them by a checklist to prevent losing any papers.

Maintain Files for:

  • All Project Contracts
  • All Project Subcontracts
  • Incoming / outgoing letters
  • Internal & External Contact Information
  • Coordinate External Contact Info with Supplier/Sub database
  • Find out Office Priorities from Management
  • Coordinating and ensuring Management Office maintenance and general up-keep (cleanliness, etc.)
  • Coordinate with Office Secretaries for work between departments
  • Coordinate with Alexandria Office for work between departments
  • In charge of ordering Monthly Office Supplies
  • In charge of collecting and distributing internal weekly / monthly reports
  • Assisting Management Office with any needs to expedite work efficiently

GENERAL RESPONSIBILITIES:

  • Informing HR/Admin. Manager for necessary maintenance for any machine in the management office
  • It is the responsibility of the HR/Admin Department to contact the Maintenance Service and schedule the appointment
  • Ensure entire office handles machines with care
  • Sign the Photocopier Test Sheet after successful testing by Maintenance representative
  • Informing HR/Admin Department through standard company form / email, for need of company driver to deliver or pick-up:Any Management needs
  • Any Project Owner/Consultant needs
  • Incoming telephone calls to be distributed firstly to intended person – if not available. then will forward or leave message to relevant Department Secretary
  • In case of short notice absence – will notify direct manager + HR/Admin Manager
  • If all other Secretaries are absent:Will coordinate main telephone incoming/outgoing
  • Will coordinate office driver logistics

Job Requirements

  • Bachelor Degree.
  • Good Command of English.
  • Microsoft Office Skills.
  • Construction Experience is a Must.

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