Office coordinator and HR Assistant
Bioscience GMBH
Total years of experience :10 years, 3 Months
• Overlooking driver’s duties/reports/attendance while giving guidance to make sure that the entire office is properly managed and everyone is implementing their duties and responsibilities as per the employee hand book
• Taking on the responsibility of the all matters related to office management as well as the administrative staff.
• Handling confidential documents and storing them adequately, liaising with finance and HR on poor attendance/performance/behavior of any employee.
• Taking on the responsibility of making sure all projects, plans, presentations, budgets, files, meetings happen on time with everyone attending on time as well as making sure that all major points have been registered, shared with all stakeholders and then to track progress.
• Assisting HR with the process of recruitment, including vetting candidates, assisting with scheduling interviews.
• Supporting internal and external inquiries and requests related to the HR department, Senior Management and Sales team.
• Compiling and maintaining paper, digital and electronic employee records, including holiday and sickness leaves.
• Organizing the travel arrangements (Booking and rebooking flights /hotels) and visa applications for staff and Senior Management.
• Designing the portfolio and itinerary of destination arrangements of business trip distributed to all delegates.
• Maintaining daily communication with senior management.
• Welcoming all company visitors and managing internal and external calls.
• Receiving and verifying the invoices from suppliers and requisitions for goods and services.
• Preparing batches of invoices for data entry.
• Processing the data entry invoices for payment in the Oracle system. (Material requisition, Good Receipt Note and Material Receiving Transaction).
• Maintaining the “Manage Engine” Application for office IT items requisition.
• Handling staff allocation in the “Vertical” system.
• Creating an internal memorandum for the personal expenses of the top and senior management.
• Taking care of Management attendance in Oracle.
• Planning the schedule for the Senior management, organizing and monitoring the meetings and conferences inside or outside of the office.
• Maintaining daily communication with Senior management.
• Operating the IT logbook for released items and monitoring the IT stocks supplies.
• Promoting the company at exhibitions and events when is required.
• Presenting the company profile to the clients, building a client database, determining clients’ needs, and coordinating with the sales department.
• Arranging schedule for the meetings room, assisting in the planning and preparation of meetings and conferences inside or outside of the office.
• Assisting the Regional Director and leadership team with daily administration tasks.
• Identifying problems and taking immediate action.
• Responsible for telephone line - internal or external calls and taking care of the telephone messages/fax messages.
• Training the new joiners and analyzing them performance.
• Ensuring the safety of the mock-up apartments and creating the daily activities task for office boys.
• Maintaining the office supplies and pantry supplies inventory by checking stock to determine inventory level, planning, and expediting orders for supplies, verifying receipt of supplies.
• Generating daily collection, sales, and performance reports for the top directors.
• Supervising the office boys and office girls, delegating work, and assigned tasks.
• Processing the candidate’s application, analyzing and evaluating them values, and submitting to the sales director.
• Welcoming and greeting the company visitors and managing the general landline
• Ensuring proper delivery of all correspondences, faxes, couriers, emails.
• Keeping track of the company’s drivers by arranging a schedule for their daily activities and prepares weekly cash reports for the expenses incurred.
• Creating the daily and monthly admin reports for the Management and for all the staff in the company.
• Organizing the travel arrangements and visa applications for Management.
• Designing the portfolio and itinerary of destination arrangements of business trip distributed to all delegates.
• Participating in the monthly report for the payroll (keeping a record for the Sick leaves, Annual leaves for all employees.)
• Creating and distributing the company ID cards for the new employees and keeping a record for them.
• Issuing electronic gate pass for all company visitors through DAFZA online system.
• Welcoming the patients in the diagnostic center, answering on the calls, and replaying on the company mails (internal and external) Verifying patient insurance.
• Completing and submitting insurance claims.
• Identifying and following up with the insurance companies regarding the approval for the patients.
• Scheduling and coordinating with the patient for their appointments.
• Providing information for the procedure to the patient and helping them to fill up the consent form and the other forms before starting the procedure.
• Creating and updating patients’ electronic health records in the system.
• Ensures proper delivery of all correspondences, faxes, emails, couriers (TNT, DHL, FedEx, Aramex).
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Managing the daily, weekly, and monthly patient reports.
Management, Political Economy.