Fadl Omran

Administrative Service ManagerFull Time

• Job Details:• Plan and manage all facilities soft services such as reception, housekeeping, security, transportation, buffet, pest control, maintenance activities …etc.). • Maintain & supervise regular attendance, punctuality, and personal appearance for the department staff. • Responsible for assessing staff performance and provide coaching and guidance to ensure maximum efficiency. • Handle staff problems & complaints, monitor staff performance, and manage corrective action when necessary. • Manage office housekeeping by making procedures and follow up implementation to ensure clean, healthy, and safe workspace. • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints to ensure smooth office operations without interruptions. • Research, evaluate, and recommend office supplies and equipment purchases to minimize costs and meet the organization’s business needs. • Create & update database including: suppliers, vendors, and necessary contacts. • Coordinate with procurement department on local purchases of stationery, equipment, office supplies, and other company business related purchases. • Plan, administer, and manage the annual budget of the Facility & Administrative Service department. • Select, and manage ongoing relationships with external suppliers (for example, security company, maintenance contractors or equipment vendors) to ensure the company receives satisfactory standards of service. • Plan, schedule, and promote company events, meetings, conferences, orientations, Ramadan iftar, and job fairs. • Design and create leaflets, advertising publications, gifts...etc. • Follow up on unpaid invoices of telephone, internet, and mobile. • Receive all the technical problems from vessels & departments and follow up the maintenance process. • Follow up maintenance requests and repair office furniture. • Manage refurbishment, renovations and office moves. • Monitor cars & drivers of the board directors. • Follow all the public relations activities with the governmental and nongovernmental entities. • Organize travel arrangements including: flights booking, hotels reservations, maps, and visas procedures. • Assist in all required arrangements for foreign staff accommodation. • Manage service contracts with couriers & shipping lines for better competitive contract rates. • Monitor Sea & Air freight shipments and ensure they are being processed correctly. • Follow up all free zone procedures and freight operations with couriers & shipping lines, identify logistical problems, and provide optimum solutions. • Track all shipments till safe arrival to final destination on the required time. • Prepare a monthly report on the department activities that have been implemented and the problems encountered and submitting it to the CEO. • Apply policies and procedures of the company. • Assist with business development process.

Chairman & CEO Office ManagerFull Time

• Job Details:• Design and implement office policies by establishing standards and procedures; measure results against standards and make necessary adjustments. • Attend meetings & take MOM's & send it immediately as soon as the meeting ends with proactively following up action lists with the CEO and all employees involved. • Maintain calendars, schedules & coordinate appointments. • Coordinate internal and external meetings / conferences for the board of directors. • Facilitate smooth communications between the CEO and other executives, managers, and employees. • Receive calls, greet visitors, take & relay messages. • Organize the office layout & maintain supplies of stationery & equipment. • Handle all official company correspondence (emails, letters, faxes, approvals,…etc.). • Support on developing reports and presentations for the CEO. • Support other senior management staff on the projects as needed. • Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff. • Manage and maintain office budget & petty cash. • Design and create leaflets, advertising publications, information...etc. & the invoices. • Open, sort & distribute incoming correspondence including faxes, e-mails, files, records, and reports. • Handle all of the CEO travel and expenses. • Manage and maintain executives' travel arrangements, including arranging itinerary, visas, flight tickets, rental car, and hotel reservations. • Provide administrative support and confidential secretarial to the CEO. • Perform other related duties as required.

Office Manager/ Personal AssistantFull Time

• Job Details:• Implement and maintain procedures/office administrative systems. • Follow up the implementation of projects and programs. • Monitor, supervise, and follow up the center projects by communicating and coordinating requirements; expediting fulfillment; evaluating milestone accomplishments; changing assumptions and direction; updating the plans. • Maintain paper & electronic filing system for records. • Maintain the document control procedures, set up the filing systems, and ensure protection and security of files and records. • Open, read, route, and distribute incoming mail & other material, and prepare answers to routine letters. • Co-ordinate between the different departments and employees. • Assign clear scope for each individual, and monitor his work advance. • Supervise, coach and mentor center staff (translators, researchers, editors, security, driver, buffet...etc.). • Order office supplies, stationery, and replenish inventory. • Draft and edit correspondence, communications, presentations and other documents on behalf of the center president. • Make travel arrangements such as booking flights, cars, hotels, and restaurants. • Organize and prepare conferences, internal/external meetings, annual lectures, and the monthly seminars that involve guests from all over the world. • Select the lecturer and evaluate their performance. • Evaluate staff performance and participate in annual salary reviews. • Respond to different media requests as being the Research Center official spokesman. • Review, monitor, and administer the contracts of publishing with the publishing houses. • Administer the center website: www.elmessiri.com