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Job Description
- Telephone / Fax / Email / Post correspondence (in and out) including ordering deliveries, etc.
- Shipping and Currier arrangements (FedEx, ARAMEX, UPS, USPS, runners).
- Prepare for in-office meetings and moderating the any agency meetings.
- Translation (Arabic / English) and vice versa.
- Filing documents and PC folders, keep all company contact lists.
- Ensure that the common areas and meeting room are orderly and inviting and that guests are offered beverages and attended to promptly.
- Supervise Agency maintenance, cleanliness, repair works, etc.
- Controlling office budget, maintaining and purchasing stationary, kitchen supplies, office furniture, stuff uniform, etc Ensure all office equipment is fully functional.
- Managing troubleshoots and facilitates IT and infrastructure troubleshooting with outside consultants.
- Problem solving for day-to-day office administration issues troubleshoot and engaging supporting resources if necessary.
- Ability to think creatively to solve problems and meet the needs of customers.
- Attendance and payroll control.
- Staff availability for emergency jobs.
- Applying Regulations and procedures.
- Conducting staff appraisals and discuss their problems.
- HR assistance (recruitment and conducting initial interviews with candidates, process and orient new comers, etc.).
- Press monitoring.
- Develop strong, positive working relationships with all levels of staff.
- Scheduling and deadline control between departments and assigning tasks to them.
- Internal monitoring for documents (offers, briefs, etc) between departments (operations database updating) and external monitoring through departments.
- Financial forecasting for projects in pipeline (in process) developing, implementing and tracking budgets.
- Oversight and preparation of office bills for accounts payable.
- Reception and Hospitality Services. In person and on the phone, maintain a courteous, diplomatic, and professional rapport with clients and other firm contacts.
- Ticketing, Accommodation, VIP arrangements, etc.
- Plan and/or coordinate firm social events, including birthday celebrations, and special events.
- Weekly and monthly Agency report to the GM.
- Organizing GM meetings and calendar.
Job Requirements
- High Degree (Language sections’ graduates are preferable).
- Fresh graduates or 1-2 years experience (preferable) in the field of office management.
- Strong presentation, communication, analytical and creative skills.
- Strong leading, precise, ambitious and dedicated to work.
- Proactive in terms of delivering material and perform at a high level with minimal direction or guidance.
- Flexible team-player and supportive to them at all times.
- Fluent English language (French would be a plus).
- Strong computer skills (Word, Excel, PowerPoint, Access (optional), internet searching)
- Presentable look, dress, and professional, approachable telephone manner
- Living near Ard El Golf is preferable (Heliopolis, Nasr City, Sheraton, Nozha…etc.)
