Branch Admin

SHARIK HUB Egypt is a visionary Joint venture between the Saudi VC DAAL and the Egyptian consulting boutique pmaestro.

SHARIK HUB is a company specialized in the operations management of shared workspaces, business incubators, and accelerators, to provide the best sites, facilities, technology, and human staff to provide office services, secretarial, accounting, legal, consultancy, and quality knowledge programs in a modern environment: enables business owners to achieve uniqueness and sustainability.

About SHARIK HUB Operations and Administration team

The operations and Administration team is responsible for SHARIK HUB day to day operations and success including but not limited to community management, administration, marketing, sales, operations management, budgeting, bookkeeping, collections, contracts, HR, payroll, secretarial staff, and coordination between different stakeholders internally and externally with vendors/service providers/clients and any third party, as well administrative role.

Job responsibilities:

Administration:

• Provide general support to visitors
• Responding to correspondences (phone calls, e-mail, letters, packages, etc.)
• Expedite the resolution of customer problems and complaints to maximize satisfaction
• Manage agendas/meeting rooms booking/appointments etc. for the upper management and customers
• Assist colleagues whenever necessary
• Reconciliation of tasks and information from the leadership team
• Support in designing presentations and data collection for presentations
• Submit timely reports and prepare presentations/proposals as assigned
• Provide the management team with reports on customer needs, problems, interests, competition analysis, and recommend new products and services.
• Acts as a focal point with the finance team
• Events organization and management
• Training organization and logistics handling

Operations:

• Supervise office boys according to responsibilities matrix to ensure highest performance and efficiency
• Maintain and keep up with a system of vendors and clients invoices
• Create and update daily tracking sheets to track the office supplies and manage the inventory.
• Manage office cleaning and maintenance activities
• Coordinate office activities and operations to secure efficiency and compliance with company policies
• Maintains office services by organizing office operations, filing systems, and procedures
• Act as the point person for maintenance, mailing, shopping, supplies, equipment & bills
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Follow up on former and current clients payments collection
• Help in following up on social insurance requirements, company legal registrations, etc
• Open purchase orders to suppliers and vendors according to the Sharik-Hub policy

Community support:

• Create a friendly environment to facilitate Sharik-Hub members engagement with high satisfaction and build a loyal community
• Collect feedback from members and analyze to improve service quality
• Communicate with the existing community to make sure everyone's mission is done
• Set monthly training plans for the community members, startups, and staff
• Coordinate training and workshops
• Support building and growing community and shaping its culture with sustainability
• Support PR management

Vendors Management:

• Ensure logistic and coordination with service providers and ensure the quality of service is in line with budget and needs
• Manage contracts and price negotiations with vendors, service providers, and office lease
• Open purchase orders and follow up on projects deliverables
• Manage relationships with vendors, service providers, and landlords, ensuring that all items are invoiced and paid on time

Key Competencies or Skills Required:

• Time management
• Excellent Communication skill
• Sense of anticipation and planning
• Problem-solving skills
• Details oriented
• Teamwork and collaborative mindset
• Mastering of Microsoft Office tools (including Excel and PowerPoint) - knowledge in work on additional design software is a plus
• Continuously improve through feedback
• Eagerness to learn and develop