Office Manager
CLICKS
Total years of experience :16 years, 5 Months
Designing systems and procedures to ensure all office activities run smoothly
Managing communications, dealing with suppliers, customers and associates
Issuing contracts, proposals and agreements for clients and associates
Handling annual renewal of the trade license and related documents
HR function by issuing contracts, handling residences, keeping personnel records up to date, issuing letters of employments, managing leaves, etc.
Full administrative support to the CEO, including schedules, calendars and appointments
Issuing invoices, following up on payments, payments collection/transfer
Managing the petty cash account
Managing all Center’s events including seminars, webinars and international conference (MENA HELF 2020)
Managing and executing all event logistics ranging from site selection, transportation, hotel accommodations, registration and event staff management
Managing the budget to ensure that events are produced according to budgetary expectations
Managiing of post-event evaluations
Collaborating on the designing, and producing of program content, web pages, etc., working closely with the designing team in the execution
Updating the company’s Facebook, Twitter, Instagram and LinkedIn accounts.
Keeping the marketing database up-to-date by inputting new data, updating old records and performing cross checks.
Tracking marketing efforts and monitoring results.
Identifying candidates for sponsorship and making cold calls to prospective customers
Technical duties dealing with basic technical support, website maintenance, CRM, usage of social networking, etc.
• Oversee and lead the work of over 30 employees.
• Maintain office efficiency by planning and implementing office systems, procedures and policies that enable and encourage the optimum performance
• Coach, mentor and develop staff activities to ensure maximum efficiency
• Empower employees to take responsibility for their jobs and goals. Delegate responsibilities and expect accountability and regular feedback
• Provide effective performance feedback through employee recognition, rewards, and disciplinary action
• Maintain office staff by recruiting, selecting, orienting, and training employees. Oversee new employee onboarding and provide career development planning
• Undertaking regular salary reviews
• Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends
• Ensure that Trade Licenses, Insurances, Chamber of Commerce, Custom Registration are renewed
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
• Carrying out background research and presenting findings
• Organizing and attending meetings and ensuring the manager is well prepared for meetings, taking minutes of meetings
• Review and summarize miscellaneous reports and documents; prepare background documents as necessary
• Provide follow up to assignments given to management staff by the Director; provide status reports
• Acted as the manager's first point of contact with people from inside and outside the organization
• Deputized for the manager, making decisions and delegating work to others in the manager's absence
• Served as liaison between executive managers, heads of departments and external constituents
• Prepared reports for both internal and external communications, often to tight deadlines
• Organized personal and professional calendars and supplied reminders of upcoming meetings and events
• Prepared agendas and minutes for meetings with both internal and external stakeholders in a timely and accurate manner
• Organized and attended meetings and ensured the manager is well prepared
• Researched, as directed by the Branch Manager
• Provided full administrative support and diary management to the Branch Manager
• Monitored all of the Branch Manager’s incoming and outgoing communications, and prepared correspondence
• Screened telephone calls, inquiries and requests, and handled them when appropriate
• Greeted and guided visitors, organized and maintained diaries and made appointments
• Produced documents, briefing papers, reports and presentations
• Ensured that documentation is correctly filed, maintained an efficient filing system and contact list
• Organize a filing system for important and confidential company documents
• Maintain and update branch databases
• Prepared regular reports on branch expenses and submitted to head office
• Acted as a Secretary of rewarding committee and prepared monthly report on branch employee’s performance
• Coordinated with Accounts department and monitored payments to vendors
• Resolved all inquiries and maintained inventory of all office supplies and placed required purchase orders and performed all clerical work for all departments
• Managed the receptionist area, including greeting visitors/responding to telephone/in-person requests for information
• Worked cooperatively with all team members to support the achievement of identified goals and objectives
• Handled all business travel for numerous drivers including executives
• Researched and collected options for the best pricing on hotels and flights
• Daily invoiced clients in 1C accounting software
• Maintained employment records, T-2 forms and labor contracts. Handled leave applications of employees
• Prepared documents for employees for Schengen visas
• Prepared primary documents for cargo transportation (waybill, CMR, TIR-Carnet)
• Prepared orders regarding primary business
• Handled incoming and outgoing correspondence
• Developed and maintained a filing system
• Updated and maintained office policies and procedures
• Ordered office supplies and researched new deals and suppliers
• Maintained contact lists
• Daily communicated with clients and different organizations in Europe to discuss contracts, finalize quotations, issue invoices, solve any other problems related to core business
• Organize meetings with foreign customers and partners
German and English languages
Big German Language Diploma (GDS)
Executive Assistant cum HR Officer Certificate