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Job Description
- Using a range of office software, including email, spreadsheets and databases;managing filing systems;
- Developing and implementing administrative systems, and work-flow
- Recording office expenditure and managing the budget;
- Organizing the office layout and maintaining supplies of stationery and equipment;
- Maintaining the condition of the office and arranging for necessary repairs;
- Typing the agenda and taking minutes of meetings
- Delegating work to office staff and managing their workload and output;
- Liaising with other administrative teams;
- Writing reports for senior management, which may include reports on finances, staff performance, service development or an annual review;
- Delivering presentations about the work of the office to senior management and other sections of the organization;
- Involvement in management discussions on the organization's policies and strategic development;
- Responding to customer inquiries and complaints;
- Reviewing and updating health and safety policies and ensuring they are observed;
- Arranging regular testing for electrical equipment and safety devices;
- Control of office budgets
- Arranging travel, meetings and appointments
- Ordering stationery, office equipment and furniture
- Organizing office cleanliness, maintenance and repair
- Supervising and monitoring the work of clerical and secretarial staff
- Reporting to management to review office performance
- Delegating and following up
- Clear and efficient communication skills
- Organizing and coordinating teams and duties
- Analyzing office trends and requirements
- Ensuring knowledge of staff movements in and out of organization
- General administrative and clerical support
- Preparing letters and documents
- Scheduling appointments
- Maintaining appointment diary either manually or electronically
Job Requirements
- Office management electronic tools & resources (Fax, Windows, MS Office, Excel, etc)
- Typing speed (35 wpm) and short hand
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