Office Manager
Fancy Nest property management and services
Total years of experience :13 years, 7 Months
• Using a range of office software, including email, spreadsheets and databases, to ensure the efficient running of the office
• Managing online and paper filing systems
• Developing and implementing new administrative systems, such as record management
• Recording office expenditure and managing the budget
• Organising the office layout and maintaining supplies of stationery and equipment
• Maintaining the condition of the office and arranging for necessary repairs
• Organising and chairing meetings with staff and typing the agenda and taking minutes
• Delegating work to staff and manage their workload and output
• Promoting staff development and training
• Implementing and promoting equality and diversity policy
• Writing reports for senior management and delivering presentations
• Responding to customer enquiries and complaints
• Reviewing and updating health and safety policies and ensuring they're observed
• Checking that data protection laws are being adhered to in relation to the storage of data, and reviewing and updating policies
• Attending conferences and trainings
GENERAL ADMINISTRATION
• Ensure to follow the instructions and guidance of the Follow Up CEO in order to fulfill the job requirements in compliance with the standard working policies and procedures.
• Is responsible for screening all telephone calls, emails and other correspondence and action where necessary on behalf of the CEO; takes follow-up action and redirects as appropriate;
• Assists the CEO in the management of his calendars and schedules appointments; handles calls from both internal and external sources;
• Provide administrative assistance as requested including typing, transcription, information research, filing and taking telephone messages.
• Prepare and Draft memos, letters, circulars, notices and other documents/reports as appropriate - in both English and Arabic.
• Schedule and perform word processing and presentation activities; format, revise and print out final copies of complex documents for other employees.
• Schedule appointments, process mail and faxes, order supplies, and display proper Telephonic Etiquettes.
• Under the supervision of Follow Up & Communication Supervisor, type confidential documents and print all decisions delivered by the Chief Executive Officer; maintain hard copy and electronic filing system.
• Responsible for operating and maintaining office equipment; arrange for repairs when necessary, makes recommendations for new or additional office equipment as appropriate.
ARRANGING &MANAGING MEETINGS
• Organizes meetings, invites members to the meetings and arranges required facilities (e.g., room bookings, catering, etc.);
• If needed, takes minutes at meetings;
• Prepares and delivers PowerPoint presentations at meetings when required;
• Meet and greet clients and visitors and determine whether they should be given access to specific individuals of the top management.
• Co-ordinate regular and irregular meetings throughout the year (for example staff meetings, as well as one-off meetings for CEO and COO
• Collate and distribute papers prior to meetings
• Ensure that all materials for meetings are prepared in a timely manner
• Accurate dictation and note taking at meetings as required
• Produce and distribute minutes
• Arrange refreshments for meetings
POST & E-MAILS
• Manage e-mails from own email account
• Regularly review CEO e-mails, forwarding and bringing to the attention of others as appropriate
• Deal with correspondence and emails quickly and efficiently where appropriate and to a high standard
RELATIONSHIP MANAGEMENT
• Contacts for CEO and Executive Director
• Travel companies
• Clubs Managements
Any other key contacts required of the Executive Secretary.
• Devising and maintaining office systems. Screening phone calls, enquiries and requests, and handling them when appropriate.
• Providing administrative support and assistance to the GM and dealing with incoming email, faxes and post, often corresponding on behalf of the GM
• Dealing with incoming email, faxes and post, and distributing the incoming /outgoing email, faxes, to the departments concerned, and Managing the day-to-day operations of the office
• Organizing and attending meetings and ensuring the GM is well prepared for meetings, Scheduling meetings and arranging conference rooms, and Preparing agenda for meetings
• Drafting letters, briefing papers, reports and presentations, Faxing/Mailing of outgoing/incoming correspondence, typing documents
• Managing and maintaining the schedule and meetings of the GM, Responsible for making appointments, and Alert GM about cancelations or new meetings
• devising and maintaining office systems, including data management and filing;
• Reading, monitoring and responding to the principal ‘s email
• Meeting and greeting visitors at all levels of seniority;
• Organizing and maintaining diaries and making appointments.
• Liaising with clients, suppliers and other staff.
• Taking on some of the manager's responsibilities and working more closely with management.