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Job Description
- Assisting the organization’s HR and finance functions by keeping personnel records up to date, arranging interviews calls, emails and updating financial documents with accounting team.
- Booking transport and accommodation when required.
- Organizing company events and conferences.
- Ordering stationery and administration supplies and keep checking the needs and requirements each three months with employees.
- Making sure of delivering stationery to each colleague.
- Dealing with correspondence, complaints, and queries.
- Keep checking the stop card box on a daily basis.
- Preparing letters, presentations, and reports when required.
- Supervising and monitoring the work of administrative staff additionally buffet and company cleaning daily tasks.
- Maintaining office services as required (such as cleaners and maintenance companies).
- Processing invoices and managing office budgets, for example: parking fees, monthly invoices, electricity. with the concerned department.
- Implementing and maintaining procedures/office administrative systems.
- Organizing induction and welcoming programs for new employees with the help of HR Team.
- Taking and ensuring messages are passed to the appropriate staff member on a timely basis.
- Greet clients and visitors with a positive, helpful attitude.
- Assisting clients in finding their way around the office.
- Announcing clients as necessary.
- Helping maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs.
- Assisting with a variety of administrative tasks including copying, faxing, taking notes, making travel arrangements and hotel bookings.
- Answering phones in a professional manner, and routing calls as necessary.
- Assisting colleagues with administrative tasks.
- Preparing and organizing meetings and meeting rooms.
- Attending meetings with senior management, taking minutes of meeting, and documenting as required.
- Performing ad-hoc administrative duties.
- Sorting and distributing mail.
- Scheduling appointments.
- Create and update office policies as needed.
Job Requirements
- Bachelor’s degree.
- Proven work experience as an Administrative or similar role with knowledge of Admin/PR and office managing operations.
- Excellent in English.
- Excellent written and verbal communication skills.
- Leadership Skills.
- Presentation skills.
- Multitasking and prioritizing.
- Dependability.
- Familiarity with Microsoft Office.
- Problem-solving.
- Ability to work under pressure.
- Attention to details.
