Assistant Manager (Sales and Operation)
Servcorp
Total years of experience :12 years, 4 Months
- Working closely with the GM and Operation Manager of the Power System Division to deliver tailored packages of solutions to clients to ensure a high level of client experience for all events.
- Responsible for GM/OM agenda by organizing meetings, arranging appointments, and taking minutes of meetings.
- All the administrative duties required to facilitate and coordinate all of the needs of other departments.
- Receiving payments (Cash/cheques, Credit Cards, and Wire transfers) and recording collected payments on SAP systems and internal reports as well as circulating the reports daily with finance.
- Preparing daily quotations for the sales team and other types of required documents to close the deal.
- Schedule and monitor sales engineers' visits and arrange workflow for optimal efficiency of operations.
- Creating client's database and follow-up on the feedback process to ensure customer satisfaction.
There is no generic role for office managers as duties vary according to the size of the employing organization. However, my responsibilities typically include:
- Organizing meetings and arranging appointments for top management.
- Attend senior management innovation meetings, typing the agenda and taking minutes of meetings.
- Use a range of office software including email, spreadsheets, and databases to ensure the efficient running of the office.
- Record office expenditures and manage the budget.
- Develop and implement new administrative systems, such as record management.
- Manage online and offline paper archiving systems.
- Arrange travel, accommodation, and visa process also embassy interviews.
- Arrange for exhibitions and conferences locally and internationally.
- Write reports for senior management and deliver presentations.
- Review the HSE health and safety policies and ensure they're observed.
- Delegate work to staff and manage their workload and output.
- Carry out team appraisals, and manage performance and discipline.
- Ensure adequate staff levels to cover for absences and peaks in workload.
- Oversee the recruitment of administrative new staff, sometimes including training and induction.
- Maintain the condition of the office and arrange for necessary repairs.
- Dealing with correspondence, complaints, and queries.
- Implementing and maintaining procedures/office administrative systems.
- Keeping personnel records.
- Coordinate, manage, and ensure that the office, IT, HR administration, and daily operations are efficiently executed.
- Uphold the values of Scatec Solar in the office at all times.
- Processed new hire paperwork including data entry into the HRIS system and file management.
- Respond to internal and external HR-related inquiries or requests and provide assistance.
- Supported HR manager by creating and implementing new policies as per the Egyptian labor law.
- Produce and submit reports on general HR activities.
- Maintained attendance records of different departments.
- Managing workstation setup and HR welcome packs for new colleagues (new employees’ induction).
- Managing holiday register with leave applications on a monthly basis for Global HR and Finance manager records to feed into the payroll process.
Follow office workflow procedures to ensure maximum efficiency including:
- Maintain files and records with effective archiving systems for general office supplier records, HR, and IT administration.
- Support other teams with various offices and high-level line administrative tasks.
- Assist in office vendor relationships management.
- Monitor office supplies inventory and place orders.
- Monitor office expenditures with the finance manager (rent, service, etc.)
- Book travel tickets and hotel accommodations according to company procedures.
- Arrange embassy appointments for visa purposes.
- Events and conference arrangements.
- Ensure the office is presentable at all times.
- Managing incoming/outgoing emails and phone calls.
- In cooperation with IT Global Norway. I am responsible for managing setup/server support and technical problems that may occur as well by creating IT tickets for remote technician support.
- Ensuring video conferences and all office IT matters are attended.
- Answer telephone, screen, and direct calls.
- Take relay messages and provide information to callers.
- Sort and distribute incoming posts, organize and send outgoing posts.
- Deal with queries from the public and customers.
- Provide administrative and clerical support.
- Prepare correspondence, documents, and reports as well as receive, and sort mail and deliveries.
- Schedule and maintain appointments diary either manually or electronically.
- Update files, databases, records, and other documents.
- Perform data entry and use various software applications, such as spreadsheets.
- Organize and store paperwork and computer-based information (ISO standards).
- Arrange travel, accommodation, and visa process for staff.
- Arrange in-house and external events.
- Manage petty cash and invoicing.
- Perform multifaceted general office support.
- Assist production manager with schedules, time plans, and daily administrative tasks.
- Maintain factory efficiency by planning and implementing office systems and layouts.
- Oversee the production process.
- Design and implement factory policies by establishing standards and procedures also measure results against standards and make necessary adjustments.
- Keep the management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
- Maintain office staff job results by monitoring employees’ production. Handle required data system to insure right tracking.
- Support and provide superior service via phones and emails, use an effective approach to handling special telephone tasks like call transfers, taking messages, callbacks, holds, and interruptions.
- Handle calls professionally, and effectively deal with job stress and upset customers.
- Use the most appropriate way to communicate with different behavior types on the telephone, and apply the elements of building positive reports with different types of customers over the phone.
- Plan and implement lessons/ work schemes.
- Provide a safe and stimulating environment that facilitates learning.
- Ensure children are supervised at all times.
- Support the development of children's basic skills, including physical coordination, speech, and communication.
- Encourage children's mathematical and creative development through stories, songs, games, drawing, and imaginative play.
- Manage phone calls and answer callers’ queries.
- Perform orientations and presentations for new members.
- Responsible for all administrative duties.
- Create spreadsheets and a filing system.
- Coordinate with the finance team the accounts cash receipts and issuing memberships.
- Administrate payroll processing for transmittal to the payroll service, financial reporting, and month-end close.
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