Mahinase Ossama Soliman

Admin and Office ManagerFull Time

• Job Details:-Main Functions: To support the CEO in ALL Administrative and Clerical matters and arranges the logistic supports needed for an efficient running of the Office consisting of but not limited to visitors, official delegates, travel and transport arrangements, scheduling of meetings, controlling documents, in order to ensure that services are provided in an effective and efficient manner. ▪ Monitor and Supervise a team of a Document Controller and a Receptionist. ▪ Receives and handles phone calls related to the CEO. ▪ Takes messages for the CEO and company’s personnel. ▪ Organizes and maintain the CEO agenda and assist in planning appointments according to established priorities. ▪ Prepares Agendas, attends meetings and keeps minutes when required. ▪ Follows up on actions resulting from the CEO meetings at the Head Office. ▪ Handles and prioritizes all outgoing or incoming correspondence (e-mails, letters, packages, etc.) ▪ Maintains confidentiality of the CEO reports and files and ensures they remain secure. ▪ Makes business travel arrangements for the CEO. ▪ Types official company’s letters as per requests. ▪ Maintains documents and letters digitally. ▪ Monitors office supplies. ▪ Manages and monitors various aspects of document control, including document archiving and document imaging. ▪ Monitor job files that usually contain documents such as engineering drawings, inspection instructions, confidentiality agreements, material specifications and corresponding letters, etc. ▪ Monitor the creation of a proper coding of the filing system that supports efficient information management. ▪ Collaborates with information technology experts to develop a system that authorizes staff at different levels to access appropriate construction documents without going through the controller. ▪ Sends and receives/monitor documents from external organizations, and ensures all records-management activities adhere to company’s policies and legal regulations.

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