Office Manager
Al Nabulsi & Al Amad Company
Total years of experience :10 years, 0 Months
Serve as the point person for office manager duties including:
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office G&A budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and
travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Do price offers for VIP costumers
• Do a showroom pricing update monthly
• Arranging all the tickets, transfer, and accommodation for all the visitors
Manage the reception area and welcomes company visitors, determines nature of business, and
announces visitors to relevant personnel
• Greet and direct guests in a professional, friendly, hospitable manner
• Open and close company reception area (locking and turning off lights)
• To take and retrieve messages for various personnel when the employee is unavailable.
• Provide callers with information such as company address, directions to the company location,
company fax numbers, company website and other related information
• Coordinate the pick-up and delivery of express mail services (FedEx, Aramex, DHL, TNT… etc.)
• Order, receive, stock and manage distribution of office supplies and ensure they are stored safely.
• Schedule and organize company events and activities such as meetings, travels conferences… etc.
• Contact vendors, receive quotations and ensure having the best rates for travel, hotel
accommodation and office supplies
• Handle air tickets and hotel reservations and airport transportations
• Type invitation letters and visa applications
• Follow-up on contracts and licenses for the company
• Prepare and send purchase orders of office stationary
• Prepare, maintain and update the list of suppliers for all administration services
• Prepare, maintain and update list of monthly company and expat employee’s utilities invoices and
ensure all are received and processed by Finance (electricity, water, phones… etc.)
• Handle all telecom, landlines and mobile line issues
• Follow up on all claims related to the company Health Insurance
• Handle office maintenance issues (plants, toilets, kitchen, offices… etc.)
• Coordinate with employees and contact vendors for business cards printing
• Handle printing of company stationary (letter heads, envelopes… etc.)
• Maintain proper filing process for all reception correspondences
• Type official letters, memos, reports and other documents as requested by employees
• Prepare and maintain the company asset list for all company assets to control the inventory
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Receives invoices and maintains invoice log, as well as ensure all incoming invoices are stamped
with receipt date. And scanned on the same date.
• Other tasks as deemed necessary
• Follow up on work permits, Residencies, driver licenses, car licenses, car insurance for expats.
• Finding apartments for Expats and handle its rent payments, maintenance and any other issues
• Prepare the monthly town hall
• Prepare the daily payment run
• Print cheques for vendors
• Contact vendors to collect their cheques
• Make ACT deposit
• Distribute insurance forms
• Renew bank guarantees for ACT, APMT, the port…etc
• Receive, scan cargo claims and email them
• Order/follow up the company’s giveaways (Cookies, calendars, legos..etc) from Stargate
• Filing payment runs
• Handling the distribution of insurance forms
• Monitoring all the cameras in the office on weekly basis
• Scanning all the invoices and emailing them to the finance team
• Handle all the practicalities for the company events/trips (Trans, food, location)
• Any other project may be asked by the managers.
Identify business opportunities and target markets
• Make initial customer contact through visits or calls
• Identify each potential customer’s needs
• Formulate business proposals according to customers’ business needs
• Negotiate prices and variations in prices and specifications
• Manage account management and expansion activities
• Develop new opportunities and close existing ones
• Build meaningful relationships within the company and outside
• Develop detailed territory plans
• Ensure appropriate and timely delivery of service and products
• Follow up on service and / or product once the delivery has been made
• Research market trends and products
• Arrange meetings with potential clients
• Challenge objections in order to get the customer to buy a product
• Liaise with suppliers to ensure appropriate product delivery
• Check quantity and quality of products prior to delivery
• Record sales information and maintain customers’ records
• Make rapid calculations of costs in order to provide temporary quotations
• Prepare sales reports by analyzing and summarizing information
• Review self-sales performance with a view to improve its.
not completed yet, done with 115 hours out of 126. Key courses: Entrepreneurship & Small Business Management, Strategic Planning & Policy Formulation, Managerial Economics, and Managerial Finance. Not Completed Yet Office Management and executive Secretarial duties Intensive course
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