Office Manager to the chairman
Cairo Cotton Center
Total years of experience :4 years, 8 Months
• Reflects the best image for CCC especially via professional handling & greeting of CCC visitors, clients, employees
• Maintain ongoing positive relationship & quality communication with all stake holders & insure alignment CCC code of business conduct
• Screens, filters, prioritize & respond to phone calls, emails, faxes, internal & external correspondence of departments.
• Prepare agendas & minutes of meetings in addition to staff memos.
• Assist in arranging & coordinating events, conferences & meetings
• Maintain proactive calendar President and Managing Director.
• Facilitates travel for office / department staff via handling visa arrangements, flight & hotels’ bookings in coordination with HR/Admin team.
• Coordinate with various departments to facilitate knowledge sharing & administrative support.
• Provides secretarial & clerical assistance to President & Managing Director which includes but not limited to preparation of word documents, excel sheets, power point presentation internet research.
• Maintain adequate follow up with assigned administrative & secretarial tasks.
• Continuously provide Line / Staff Manager with timely feedback & reports that includes but not limited to detailed information about work flow & assigned tasks.
• Provides front desk assistance & support to CCC stake holders, when required, via facilitating effective communication & knowledge sharing.
• Assists all employees & departments in maintaining CCC financial procedures via preparing all kinds of expense notes & advance payments.
• Maintain & modify current reports formats, create new forms & perform typing & data entry
• Maintain electronic database plus hard copy of organized filing system for President & Managing Director office.
• Gathers data, information, price lists & prepares proposals for purchasing office / department supplies & stationary, as per office requirements.
• Assumes duties and functions of Document Control Supervisor.
• Monitoring vehicle booklets for insurances, renewals and expiries.
• Preparing and submitting the HSSE monthly reports every month to Montreal office.
• Answer incoming calls, run errands, receive visitors, exchange information by telephone, take messages, receive, sort, and distribute mail, provide word processing and general secretarial support, type and proofread standard forms, correspondence, reports, etc. Operate standard office equipment, including automation tools.
• Extract data from reference material, either semi-technical or non-technical in scope compile, analyze and prepare or help prepare information for studies or reports.
• Assigning, encoding and controlling of reference nos. for project documentation; i.e., memos, letters going to owner, procedures, etc.
• Daily updating of the Document Register everyday as per codes.
• In charge of the DC Library, making sure that the originals will be left while the departments have their copies.
• Maintain electronic and hardcopy filing system of project documents as per SLII coding system.
• Compose correspondence for Project Administrator’s, Plant Manager and Project Director’s signature. Independently anticipate problems and changing priorities; alert Manager and may take action to adapt Manager. Maintain confidentiality always.
• Prepares Weekly and Monthly reports for the Administration Department.
• Acting as Office Manager and maintaining good discipline and order. Working with Personnel Manager and working closely with Benghazi office maintaining good communications.
• Apply and observe all safety regulations and requirements.
