الخبرة
Office Manager
• Serve as the point person for office manager duties including:
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office G&A budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Do price offers for VIP costumers
• Do a showroom pricing update monthly
• Arranging all the tickets, transfer, and accommodation for all the visitors
Administrative and finance officer
• Manage the reception area and welcomes company visitors, determines nature of business, and announces visitors to relevant personnel
• Greet and direct guests in a professional, friendly, hospitable manner
• Open and close company reception area (locking and turning off lights)
• To take and retrieve messages for various personnel when the employee is unavailable.
• Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information
• Coordinate the pick-up and delivery of express mail services (FedEx, Aramex, DHL, TNT… etc.)
• Order, receive, stock and manage distribution of office supplies and ensure they are stored safely.
• Schedule and organize company events and activities such as meetings, travels conferences… etc.
• Contact vendors, receive quotations and ensure having the best rates for travel, hotel accommodation and office supplies
• Handle air tickets and hotel reservations and airport transportations
• Type invitation letters and visa applications
• Follow-up on contracts and licenses for the company
• Prepare and send purchase orders of office stationary
• Prepare, maintain and update the list of suppliers for all administration services
• Prepare, maintain and update list of monthly company and expat employee’s utilities invoices and ensure all are received and processed by Finance (electricity, water, phones… etc.)
• Handle all telecom, landlines and mobile line issues
• Follow up on all claims related to the company Health Insurance
• Handle office maintenance issues (plants, toilets, kitchen, offices… etc.)
• Coordinate with employees and contact vendors for business cards printing
• Handle printing of company stationary (letter heads, envelopes… etc.)
• Maintain proper filing process for all reception correspondences
• Type official letters, memos, reports and other documents as requested by employees
• Prepare and maintain the company asset list for all company assets to control the inventory
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Receives invoices and maintains invoice log, as well as ensure all incoming invoices are stamped with receipt date. And scanned on the same date.
• Other tasks as deemed necessary
• Follow up on work permits, Residencies, driver licenses, car licenses, car insurance for expats.
• Finding apartments for Expats and handle its rent payments, maintenance and any other issues
• Prepare the monthly town hall
• Prepare the daily payment run
• Print cheques for vendors
• Contact vendors to collect their cheques
• Make ACT deposit
• Distribute insurance forms
• Renew bank guarantees for ACT, APMT, the port…etc
• Receive, scan cargo claims and email them
• Order/follow up the company’s giveaways (Cookies, calendars, legos..etc) from Stargate
• Filing payment runs
• Handling the distribution of insurance forms
• Monitoring all the cameras in the office on weekly basis
• Scanning all the invoices and emailing them to the finance team
• Handle all the practicalities for the company events/trips (Trans, food, location)
• Any other project may be asked by the managers.
Sales Executive
• Identify business opportunities and target markets
• Make initial customer contact through visits or calls
• Identify each potential customer’s needs
• Formulate business proposals according to customers’ business needs
• Negotiate prices and variations in prices and specifications
• Manage account management and expansion activities
• Develop new opportunities and close existing ones
• Build meaningful relationships within the company and outside
• Develop detailed territory plans
• Ensure appropriate and timely delivery of service and products
• Follow up on service and / or product once the delivery has been made
• Research market trends and products
• Arrange meetings with potential clients
• Challenge objections in order to get the customer to buy a product
• Liaise with suppliers to ensure appropriate product delivery
• Check quantity and quality of products prior to delivery
• Record sales information and maintain customers’ records
• Make rapid calculations of costs in order to provide temporary quotations
• Prepare sales reports by analyzing and summarizing information
• Review self-sales performance with a view to improve its.
Administrative Assistant
• Executive Assistant – Performs administrative duties for executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters may be required.
• Office/Facilities Coordinator/Assistant – Supports the office or facilities manager in various administration duties, including facility and general maintenance services. Requires strong communication abilities, in addition to computer and data entry skills.
• Senior Data Entry Specialist – Duties include those described for data entry specialist, but the position requires more experience. Prioritizes and batches material for data entry. Completes information analysis for procedures and reports. Must have knowledge of technical material and the ability to train and supervise others. Should also be capable of high-volume data entry.
• Front Desk Coordinator – Manages the company’s lobby area. Greets and directs all visitors, including vendors, clients, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures. Handles special administrative projects, as well as overflow work from other assistants. Depending on the size of the firm, may also answer incoming calls.
• Customer Service Manager – Hires, trains and manages members of the customer service department. Resolves escalated or difficult issues regarding client complaints and other matters. Evaluates team performance. Works closely with managers in other departments on updating policies and procedures for client service. Some employers require an associate or bachelor’s degree or several years of relevant experience.
