Mahmoud Aun

An experienced Office Manager who is well-versed in office management, organized, skilled, and fast professional to handle the daily functions for the office of His Excellency Sheikh Saleh Kamel to deliver results.

Supervising team members and monitoring all daily activities, traveling, meetings/appointments, operations, and staffing of the office. Assist His Excellency in communications and planning, organizing, and executing an effective daily schedule.

Provide personal and executive support to the COO, handling all secretarial and administrative tasks and taking responsibility for the organization and running of his office on a day to day basis.
• Act as the first contact for the COO dealing with a wide range of issues arising in connection with Company and Projects. Issues arise in a variety of settings including via letter, telephone and email and include matters which may have a significant impact on the workings of the Company and its reputation.
• Manage the COO’s diary and correspondence through liaison with internal and external contacts including Employees, Partners and Residents on a confidential basis, and greeting and assist visitors, and collate and safeguard confidential information.
• Make travel arrangement and provide the COO all papers required for each day.
• Prepare all paperwork/presentations in relation to external meetings/attendance at events, and assist with the handling of correspondence.
• Develop and maintain good working relationships with the top management, Employees and external organizations.
• Co-ordinate key projects across the State; including arranging and servicing meetings, agenda planning, share point, monitoring and chasing progress against project plans, making links between activities and carrying out research to support projects goals.
• Support the COO in handling confidential staff related matters including staff appraisals, grievances, disciplinary investigations, recruitment, drafting of reports and correspondence and policy development; and create and maintain appropriate files.
• Responsible for the ordering of supplies as required for the smooth running of the COO’s office and to assist the COO in managing and monitoring budgets. To develop and maintain an effective paper and electronic filing system.
• Prepare papers and presentations for internal and external meetings as required.
• Responsible for setting up Document Control requirements of the Projects and implementation of Database Management system.
• Facilitating the development of filing systems, and maintaining these to meet administrative and legal requirements.
• Responsible for retrieving documents anytime as requested.
• Ensure that superseded documents are marked accordingly or destroyed & not to float in the system.
• Overseeing the management of electronic and/or paper-based information;
• Maintaining an accurate filing system and uploading all incoming and outgoing correspondence on the system.
• Provide necessary procedural and database management training to the project document control staff.
• Ensure access and guidance to all projects personnel on the project’s network and location of various important procedures and standards either on Local Server, Documentum or SharePoint.

Conserves BM/ACEO time and promotes the corporate image by representing the BM/ACEO internally and externally; providing liaison between the BM/ACEO, key executives and employees.

Responsibilities

• Represents the BM/ACEO by welcoming visitors, reviewing correspondence, incoming emails, faxes and post, often corresponding on behalf of the manager including responding to sensitive requests for information; arranging company events and other corporate functions; answering questions and meeting requests directed to the BM/ACEO; screening phone calls, enquiries and handling them when appropriate.
• Reviews and organizes office operations; prepares and revises various administrative operating procedures, rules; develops and revises office forms and report formats; initiates, organizes, and maintains complex filing systems and records.
• Directs and participates in the maintenance of a calendar of activities, meetings, and various events for BM/ACEO; coordinates activities with other Company departments and City branches, the public, and outside agencies; directs and participates in coordinating and processing BM/ACEO travel arrangements.
• Performs a wide variety of complex, responsible and confidential duties for BM/ACEO; relieves Manager of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Helps key executives make consistent decisions by advising them of historical precedents; serving as liaison between them and the BM/ACEO.
• Taking on some of the manager's responsibilities and working more closely with management.
• Types, word processes and proofread a wide variety of reports, letters, memoranda and correspondence; types from rough draft, verbal instruction; independently composes correspondence and reports related to assigned area of responsibility.
• May assign work activities to administrative support staff; reviews and evaluates work products and procedures; meets with staff to identify and resolve problems; use of equipment and forms; implements improvements as approved.
• Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
• Producing documents, briefing papers, reports and presentations.
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.

Responsible for documentation and administrative support to the Project SRE and assigned Project Execution Team as directed by SRE. I shall be responsible for, but not limited to:

1. Project services
Main Activities:
• Establish standards and procedures.
• Organize project operations and procedures.
• Supervise project staff.
• Monitor and record long distance phone calls.
• Prepare time sheets and control/Prepare correspondence, presentations and/or reports as required.
• Follow-up on correspondence and outstanding requests for resolution.
• Review and approve supply requisitions.
• Liaise with other agencies, organizations and groups.
• Update organizational memberships.

2. Supervise project staff
Main Activities:
• Assign and monitor clerical and secretarial functions.
• Orient and train employees.
• Provide on the job and other training opportunities.
• Supervise staff.
• Evaluate staff performance.
• Coaching and disciplining staff.

3. Project records
Main Activities:
• Design filing systems and ensure filing systems are maintained and up to date.
• Define procedures for record retention.
• Ensure protection and security of files and records.
• Ensure effective transfer of files and records.
• Transfer and dispose records according to retention schedules and policies.
• Ensure personnel files are up to date and secure.

4. Project efficiency
Main Activities:
• Plan and implement office systems, layout and equipment procurement.
• Maintain and replenish inventory.
• Check stock to determine inventory levels.
• Anticipate needed supplies.
• Verify receipt of supply.

Reporting to four Managers "Executive Director, Technical Manager, Projects Manager and Dam Projects Manager" for two and half years. I have to realize time management as it should so, I can perform all duties of each Manager individually. In addition to an 16-month as Site Secretary.

Responsibilities:

1. Management of Schedule:
• Responsible for maintaining & managing the Executive Manager’s daily calendar and schedule.
• Arrange meeting invites and appointments and ensure the Regional General Manager is well-prepared for the meetings;
• Attend meetings and take minutes as and when required.

2. Administrative Support:
• Act as the Executive Manager’s first point of contact and liaise with people from both internal and external organizations.
• Responsible for drafting correspondence, official letters, agendas, reports, slide presentations and other documents.
• Responsible for screening telephone calls, enquiries and requests.

3. Office Management:
• Responsible for the upkeep and maintenance of the Executive Manager’s office and ensure that all office equipment & facilities are in working condition.
• Responsible for maintaining and ordering stationery for the department.

4. Document Control:
• Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
• Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Director.

5. Ad-hoc administrative tasks:
• Provide support and assistance to the department in any administrative and coordination tasks as and when required.
• Ability to successfully implement the company’s administrative policies & procedures

6. Travel Arrangements:
• Plan, organize and arrange the Executive Manager’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s International and Local Business Travel Policy.
• Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.

Perform other Administrative/Secretarial duties as required.

Egyptian Shareholding Company with main premises in Cairo and a branch in Kuwait to manage the Gulf operations.

Responsibilities
- Installing, configuring computer hardware operating systems and applications.
- Monitoring and maintaining computer systems and networks.
- Talking staff/clients through a series of actions; either face to face or over the telephone to help set up systems or resolve issues.
- Troubleshooting system, network problems, diagnosing and solving hardware/software faults.
- Replacing parts as required.
- Providing support, including procedural documentation and relevant reports.
- Following diagrams and written instructions to repair a fault or set up a system.
- Supporting the roll-out of new applications.
- Setting up new users' accounts and profiles and dealing with password issues.
- Responding within agreed time limits to call-outs.
- Working continuously on a task until completion (or referral to third parties, if appropriate).
- Prioritising and managing many open cases at one time.
- Rapidly establishing a good working relationship with customers and other professionals, e.g., software developers.
- Testing and evaluating new technology.
- Conducting electrical safety checks on computer equipment.
- Coordination in the work of repairs and projects that exposed the network.
- Submitted monthly maintenance report about the network and computers.

Perform other Technician duties as required