Administration Manager
alghanim International
Total years of experience :20 years, 4 Months
• Planning and coordinating administrative procedures and systems and devising ways to streamline precesses
• Recruiting and training personnel and allocate responsibilities and office Space
• Assessing staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations
• Providing counseling on policies and procedures
• Being actively involved in recruitment by preparing job descriptions, posting ads and managing the hiring process
• Support the development and implementation of HR initiatives and systems
• Develop training and development programs
• Maintain employee records (attendance, EEO data etc.) according to policy and legal requirements
• Coordinate with all CRS department managers to determine transport requirements and schedule transport to meet them
• Assist with assessments of local transportation resources and infrastructure, and the contracting of transportation assets
• Coordinate the movement of vehicles and other transportation assets
• Ensure the appropriate use, maintenance and repair of all light vehicles and trucks (private or leased), motorcycles and generators
• Create and/or modify various systems to manage the movement of vehicles and personnel
• Keep documents current such as registration, insurance, vehicle logs, daily inspection reports, etc
• Ensure sufficient supply of fuel and oil
• Manage fuel requests, fuel stocks (fuel farm or supplier agreements) and spare parts inventories
• Produce monthly fuel and vehicle use reports, “work orders, ” etc
• Install and maintain the Vehicle Management System (VMS); ensure that data is input regularly and that required reports are produced
• Hire, train and supervise drivers
• Act as liaison between CRS and local government agencies and personnel necessary to keep the CRS vehicle fleet legal and roadworthy
• Planning and coordinating administrative procedures and systems and devising ways to streamline precesses
• Recruiting and training personnel and allocate responsibilities and office Space
• Assessing staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations
• Providing counseling on policies and procedures
• Being actively involved in recruitment by preparing job descriptions, posting ads and managing the hiring process
• Support the development and implementation of HR initiatives and systems
• Develop training and development programs
• Maintain employee records (attendance, EEO data etc.) according to policy and legal requirements
• Coordinate with all CRS department managers to determine transport requirements and schedule transport to meet them
• Assist with assessments of local transportation resources and infrastructure, and the contracting of transportation assets
• Coordinate the movement of vehicles and other transportation assets
• Ensure the appropriate use, maintenance and repair of all light vehicles and trucks (private or leased), motorcycles and generators
• Create and/or modify various systems to manage the movement of vehicles and personnel
• Keep documents current such as registration, insurance, vehicle logs, daily inspection reports, etc
• Ensure sufficient supply of fuel and oil
• Manage fuel requests, fuel stocks (fuel farm or supplier agreements) and spare parts inventories
• Produce monthly fuel and vehicle use reports, “work orders, ” etc
• Install and maintain the Vehicle Management System (VMS); ensure that data is input regularly and that required reports are produced
• Hire, train and supervise drivers
• Act as liaison between CRS and local government agencies and personnel necessary to keep the CRS vehicle fleet legal and roadworthy
Administration Manager
• Alghanim International
• National Bank of Kuwait headquarters
• Planning and coordinating administrative procedures and systems and devising ways to streamline precesses
• Recruiting and training personnel and allocate responsibilities and office Space
• Assessing staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations
• Providing counseling on policies and procedures
• Being actively involved in recruitment by preparing job descriptions, posting ads and managing the hiring process
• Support the development and implementation of HR initiatives and systems
• Develop training and development programs
• Maintain employee records (attendance, EEO data etc.) according to policy and legal requirements
• Coordinate with all CRS department managers to determine transport requirements and schedule transport to meet them
• Assist with assessments of local transportation resources and infrastructure, and the contracting of transportation assets
• Coordinate the movement of vehicles and other transportation assets
• Ensure the appropriate use, maintenance and repair of all light vehicles and trucks (private or leased), motorcycles and generators
• Create and/or modify various systems to manage the movement of vehicles and personnel
• Keep documents current such as registration, insurance, vehicle logs, daily inspection reports, etc
• Ensure sufficient supply of fuel and oil
• Manage fuel requests, fuel stocks (fuel farm or supplier agreements) and spare parts inventories
• Produce monthly fuel and vehicle use reports, “work orders, ” etc
• Install and maintain the Vehicle Management System (VMS); ensure that data is input regularly and that required reports are produced
• Hire, train and supervise drivers
• Act as liaison between CRS and local government agencies and personnel necessary to keep the CRS vehicle fleet legal and roadworthy
Preparation and maintenance of excel spread sheet staffing details on behalf of client, management and Egypt regional office for reporting purposes;
Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Maintains office staff by recruiting, selecting, orienting, and training employees.
Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Contributes to team effort by accomplishing related results as needed.
Assisting in the organizational and space planning for existing and new staff;
Overseeing monthly payroll of 1200 staff;
Ensuring compliance to employment regulatory concerns and reporting;
Ensuring appropriate employee communication and relations;
Working with the safety manager to provide employee safety;
Preparation and maintenance of excel spread sheet staffing details on behalf of client, management and Egypt regional office for reporting purposes;
Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Maintains office staff by recruiting, selecting, orienting, and training employees.
Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Contributes to team effort by accomplishing related results as needed.
Assisting in the organizational and space planning for existing and new staff;
Overseeing monthly payroll of 1200 staff;
Ensuring compliance to employment regulatory concerns and reporting;
Ensuring appropriate employee communication and relations;
Working with the safety manager to provide employee safety;
Preparation and maintenance of excel spread sheet staffing details on behalf of client, management and Egypt regional office for reporting purposes;
Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Maintains office staff by recruiting, selecting, orienting, and training employees.
Maintains office staff job results by coaching, counseling, and disciplining employees;
planning, monitoring, and appraising job results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
Contributes to team effort by accomplishing related results as needed.
Assisting in the organizational and space planning for existing and new staff;
Overseeing monthly payroll of 1200 staff;
Ensuring compliance to employment regulatory concerns and reporting;
Organizing Planning, assisting, monitoring and managing staff as required by administration functions and controlling any expenditure that has to do with office work plus hiring support staff.
and supervising the administrative activities that facilitates the smooth running of the office;
Data base encoding &processing including outputting of information as required from time to time.
Making follow up for the expatriates residence, work permits and visas in order to help keep everything legal about their stay in Egypt.
arranging everything in relation to their travels such as transportation.
Responsibility for all the company’s communication ( e.g. issuing and receiving letters and E-mails to all the related parties \{the consultant PGESCO company, kharafi national Kuwait, General electrical company, Mega, Archirodan company and the branches of these companies in Cairo\}).
Controlling and filing all the correspondence documents with the above mentioned company’s .Then registering these documents on the network server to help everybody reach them easily.
Preparation and maintenance of excel spread sheet staffing details on behalf of client, management and Egypt regional office for reporting purposes;
Assisting in the organizational and space planning for existing and new staff;
Overseeing monthly payroll of 120 staff;
Ensuring compliance to employment regulatory concerns and reporting;
Ensuring appropriate employee communication and relations;
Working with the safety manager to provide employee safety;
Organizing Planning, assisting, monitoring and managing staff as required by administration functions and controlling any expenditure that has to do with office work plus hiring support staff.
and supervising the administrative activities that facilitates the smooth running of the office;
Data base encoding &processing including outputting of information as required from time to time.
Preparing the documentation for the site request notices (SRN), documents transmittals, request for information (RFI), non conformance reports (NCR), field observation notice reports (FON) and the documentation for the shipments imported.
Preparing & distributing the daily reports about total manpower and total man hours on site.
Handling some tasks in the accounting department such as the taxes follow up, preparing the petty cash and the forecast report, preparing the short and purchase orders, invoices treatment
Responsibility for the reservations (flights & hotels) of the staff of Kharafi national either when they first come to Egypt or in their various journeys on their vacations or weekends and arranging everything in relation to their travels such as transportation.
Data registration in the database system for all the company’s documentation system to have all documents organized and ready any time.
Responsibility for all the company’s communication ( e.g. issuing and receiving letters and E-mails to all the related parties \{the consultant PGESCO company, kharafi national Kuwait, General electrical company, Mega, Archirodan company and the branches of these companies in Cairo\}).
Data base encoding &processing including outputting of information as required from time to time.
Preparing the documentation for the site request notices (SRN), documents transmittals, request for information (RFI), non conformance reports (NCR), field observation notice reports (FON) and the documentation for the shipments imported.
Preparing & distributing the daily reports about total manpower and total man hours on site.
Handling some tasks in the accounting department such as the taxes follow up, preparing the petty cash and the forecast report, preparing the short and purchase orders, invoices treatment
Data registration in the database system for all the company’s documentation system to have all documents organized and ready any time.
Responsibility for all the company’s communication ( e.g. issuing and receiving letters and e-mails to all the related parties \{the consultant PGESCO company and ABB Branch .
Controlling and filing all the correspondence documents with the above mentioned company’s .
Then registering these documents on the network server to help everybody reach them easily.
Responsibility for the preparation for meetings (documentation and appointments) and preparing the meeting notes for the daily or weekly meetings.
Data base encoding &processing including outputting of information as required from time to time.
Preparing the documentation for the site request notices (SRN), documents transmittals, request for information (RFI), non conformance reports (NCR), field observation notice reports (FON) and the documentation for the shipments imported.
Preparing & distributing the daily reports about total manpower and total man hours on site.
Handling some tasks in the accounting department such as the taxes follow up, preparing the petty cash and the forecast report, preparing the short and purchase orders, invoices treatment.
Making follow up for the expatriates residence, work permits and visas in order to help keep everything legal about their stay in Egypt.
Responsibility for the reservations (flights & hotels) of the staff of INITEC either when they first come to Egypt or in their various journeys on their vacations or weekends and arranging everything in relation to their travels such as transportation.
Data registration in the database system for all the company’s documentation system to have all documents organized and ready any time.
Responsibility for all the company’s communication ( e.g. issuing and receiving letters and e-mails to all the related parties \{the consultant PGESCO company, INITEC Madrid, Alstom company, CMI company, KAHROMIKA company and the branches of these companies in Cairo\}).
Responsibility for the preparation for meetings (documentation and appointments) and preparing the meeting notes for the daily or weekly meetings.
Data base encoding &processing including outputting of information as required from time to time.
Preparing the documentation for the site request notices (SRN), documents transmittals, request for information (RFI), non conformance reports (NCR), field observation notice reports (FON) and the documentation for the shipments imported.
Preparing & distributing the daily reports about total manpower and total man hours on site.
Handling some tasks in the accounting department such as the taxes follow up, preparing the petty cash and the forecast report, preparing the short and purchase orders, invoices treatment
Making follow up for the expatriates residence, work permits and visas in order to help keep everything legal about their stay in Egypt.
Responsibility for the reservations (flights & hotels) of the staff of INITEC either when they first come to Egypt or in their various journeys on their vacations or weekends and arranging everything in relation to their travels such as transportation.
Data registration in the database system for all the company’s documentation system to have all documents organized and ready any time.
Responsibility for all the company’s communication ( e.g. issuing and receiving letters and e-mails to all the related parties \{the consultant PGESCO company, INITEC Madrid, Alstom company, CMI company, KAHROMIKA company and the branches of these companies in Cairo\}).
Controlling and filing all the correspondence documents with the above mentioned company's .Then registering these documents on the network server to help everybody reach them easily.
Responsibility for the preparation for meetings (documentation and appointments) and preparing the meeting notes for the daily or weekly meetings.
Document control
All files arrangement
Drawing Classification
Typing Letters
Preparing Progress Sheets ( Reports)
Hand Over
Progress Review
Preparing Turn Over for Client
I.T responsible For Cp-117 Contract
Coordinate the activities of Document Control, including distribution and auditing controlled documents, tracking and reporting on document review progress work independently to facilitate group activities.
Manage archival activities for controlled documents and validation files.
Review documents for consistency of document format and system concerns.
Use department database to track, manage and control issued documents.
Ensure the timely turnaround of documentation issued internally or received externally.
Redline and As built drawings Coordination with subcontractors.
Preparation of Operation and Maintenance manual.
General filing and maintaining records.
All Submittals to Client and Consultants. (Material, shop Drawing, Site Clarification,
Preparing Weekly Monthly Reports, Test Reports, Daily Report
All type of files (Hard & Soft copies) keeping.
Registering Incoming / Outgoing Documents.
Distribution of documents & drawings to site for construction.
Fling documents in proper order