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Job Description
OFFICE MANAGEMENT RESPONSIBILTIES:
Main Secretary responsible for daily Receiving & Distribution of ALL incoming documents. File / Update / Maintain all the documents in an organized manner and controlling them by a checklist to prevent losing any papers.
Maintain Files for:
- All Project Contracts
- All Project Subcontracts
- Incoming / outgoing letters
- Internal & External Contact Information
- Coordinate External Contact Info with Supplier/Sub database
- Find out Office Priorities from Management
- Coordinating and ensuring Management Office maintenance and general up-keep (cleanliness, etc.)
- Coordinate with Office Secretaries for work between departments
- Coordinate with Alexandria Office for work between departments
- In charge of ordering Monthly Office Supplies
- In charge of collecting and distributing internal weekly / monthly reports
- Assisting Management Office with any needs to expedite work efficiently
GENERAL RESPONSIBILITIES:
- Informing HR/Admin. Manager for necessary maintenance for any machine in the management office
- It is the responsibility of the HR/Admin Department to contact the Maintenance Service and schedule the appointment
- Ensure entire office handles machines with care
- Sign the Photocopier Test Sheet after successful testing by Maintenance representative
- Informing HR/Admin Department through standard company form / email, for need of company driver to deliver or pick-up any management needs
- Any Project Owner/Consultant needs
- Incoming telephone calls to be distributed firstly to intended person – if not available. then will forward or leave message to relevant Department Secretary
- In case of short notice absence – will notify direct manager + HR/Admin Manager
- If all other Secretaries are absent, she will coordinate main telephone incoming/outgoing
- Will coordinate office driver logistics.
- Please note this position is a one year fixed term contract.
Job Requirements
- Degree in business administration or relative field.
- Good Command of English.
- Microsoft Office Skills.
- Construction Experience is a Must.