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Office Manager

Life Medical Consult
Abbassia, Cairo

Office Manager

Abbassia, CairoPosted 1 month ago
105Applicants for1 open position
  • 81Viewed
  • 37In Consideration
  • 3Not Selected

Job Details

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Job Description

We are looking for an experienced Office Manager to join our team of high-performing professionals. The Office Manager will support the CEO and Technical Support Department, while also overseeing day-to-day administrative tasks, maintaining office efficiency, and supporting the team’s operational needs. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks. 

Key Responsibilities:

  1. Administrative Support
    • Answer and direct phone calls, welcome visitors, and manage the reception area.
    • Prepare and manage correspondence, reports, letter and documents as required by other departments.
    • Schedule meetings, take minutes, and distribute them to attendees.
    • Maintain and update company databases, records, and filing systems.
    • Oversee mail distribution, faxes, and couriers.
    • Order business cards, catalogs, posters, company stationery, envelopes, and required notebooks, and reviewing and monitoring the printing process until delivery.
  2. Office Operations
    • Ensure the office is organized, clean, and stocked with necessary supplies.
    • Coordinate repairs, maintenance, and office upgrades.
    • Negotiate with vendors and manage office supply orders, equipment, and other resources.
    • Implement and maintain office policies and procedures.
    • Ensure minimum stock of paper and ink and order them as needed.
  3. Team Support
    • Provide assistance to senior management, including calendar management and travel arrangements.
    • Handle all employees travel arrangements.
    • Facilitate internal communication within the teams and between departments.
    • Assist with on-boarding new employees by preparing workstations and orientation schedules.
    • Assist in data entry and review within the company’s system if required by other departments.
    • Organize employee engagement events, meetings, and corporate gatherings.
    • Route incoming resumes to the Human Resources Manager.
    • Schedule interviews with prospective job candidates.
    • Assist the Human Resources Manager with certain HR tasks and administrative duties as requested.
    • Act as the liaison with shipping companies.
    • Assist the CFO with specific tasks and administrative functions upon request.
    • Handle any other personal requests from the company’s CEO.
  4. Technical Support Dept. Support:
  • Receiving maintenance and malfunction reports from the client or within the company (coordination and communication with the client occur if the report is not from the client).
  • Recording the report in the system and creating a maintenance ticket.
  • Ensuring the client is registered in the system.
  • Verifying the warranty period of the device through the device's Serial Number or the sales invoice related to the report.
  • Preparing price quotes for the spare parts to be replaced and presenting them to the Technical Support Manager for review and final approval.
  • Following up on some maintenance tickets until completion and resolution of the problem.
  • Performing administrative tasks related to the Technical Support Department, such as visit reports, price quotes, installation reports, and warranty certificates.
  • Following up on invoices with the engineers and ensuring their delivery to the client.
  • Recording installation and training tickets in the system and issuing the ticket.

Job Requirements

Qualifications and Requirements:

  • Education: Bachelor’s degree in Business Administration or a related field preferred.
  • Experience: Proven experience as an office manager or similar administrative role.
  • Skills:
    • Strong organizational and time-management abilities.
    • Excellent written and verbal communication skills.
    • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools.
    • V. Good Knowledge of the English language.
    • Problem-solving mindset and ability to multitask effectively.

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