Office Manager
3W Networks
Total years of experience :14 years, 0 Months
• Coordinate and confirm daily schedule; keep schedule on time; ensuring availability of appropriate meeting materials.
• Effectively prepare, edit and present presentation materials, using templates, layouts and formatting to create reusable content.
• Organize client events and staff meetings. Composing agendas, taking minutes of meeting, liaising with appropriate suppliers and contacts, booking rooms and arranging all other meeting logistics.
• Manage events & visits including participant confirmations and venue management as well as organizing travel plans including flights, accommodation, transportation and visas.
• Organize company events, such as workshops / meetings / presentations in-house and at offsite locations.
• Attend meetings with the senior management, organize agendas and take meeting minutes.
• Track & follow-up meetings actions, create follow up report and assure stakeholders is reminded of upcoming milestones and dates.
• Gather, analyze and interpret external and internal data using different research methods and data analysis techniques. Compile findings in reports / presentations.
• Type and design correspondences, memos, charts, tables, graphs, Follow-up reports, business plans, etc.
• Organize administrative office operations and procedures (e.g. filing systems) while using a wide range of office software, including email, spreadsheets and databases.
• Assist in all correspondence, including: incoming/ outgoing calls, letters, emails, faxes.
• Process department invoices and check requests through Accounts Payable.
• Manage correspondence: postal, UPS and email.
• Maintain relationships with partners/vendors/suppliers.
• Maintain confidentiality of all sensitive or proprietary information.
• Generate and maintain records of all documentation as per ISO 9001 standards
• Provide support to sales, Technical and Marketing staff.
• Preform the entire range of secretarial and administrative duties, including acting as a receptionist, fielding phone calls, furnishing information on routine requests, and routine inquiries to appropriate officers
• Coordinate the procurement, inventory and safekeeping of office supplies and ensure the tidy appearance of the office
• Keeping database for vendors & services.
• Arrange travel logistics (transportation, hotel accommodations, issuing visa, advances, Airport pickup and travel vouchers) for office members
• Receive and sort daily mail/deliveries/couriers
• Perform HR administrative tasks and desk research when required, such as help organize interviews, specify received CVs, and responsible of summer internships’ applicants.
• Assisted the payroll on maintaining medical records of all employees.
• Partner with HR to maintain office policies as necessary
• Dealing with correspondence, complaints and queries
• Receiving and reviewing all invoices related to purchases and insure it’s paid on time.
• Managing filing systems
• Planning events
• Bilingual typing for faxes, letters, reports, datasheets, and purchase orders, Letters of guarantee, invoices, confidential and non-routine information documents and certificates.
• Arrange any required meeting ensuring that meetings are organized and all attendees are notified in addition of providing hospitality catering whenever requested.
• Revise & record travel expenses and service slips.
• Following up on company contracts of services such as (Hotels, travel agencies and shipping) and negotiate prices regularly and following up on their invoices to be paid on time.
• Taking care of all administrative and organisational tasks related to the daily activities of the CEO
• Customer Service at Western Union Project.
• Resolving cases concerning transactions’ issues.
• Resolving Fraud cases with the head office.
• Contacted customers for satisfaction survey on services provided.
• Operated at all levels within the customer organization with the highest levels of communication skills
• Providing customers with all required information related to the company products, services, right recommendations and actions.
• Updating customer’s profiles and contact management system with all customer’s demands and inquiries.
• Up selling new western union products and technologies.
• Following up the customers’ cases and feeding them back with the final status.
• Providing customer’s feedback to management’s team and perform standardized activities and tasks efficiently and effectively.
• Screening of candidates and conducting interviews in person or over the phone.
• Keeping personnel records
• Supervising and monitoring the work of secretarial, clerical and administrative staff
• Preparing letters, presentations and reports
• Arranging appointments & Organizing meeting for The General Manager
• Organize office operations and procedures
• Partner with HR to maintain office policies as necessary
• Making purchase orders for medical row materials and follow up until we receive it
Accounting