Office Manager/Project Coordinator/ EA
private company
مجموع سنوات الخبرة :19 years, 0 أشهر
OFFICE MANAGER/ SALES/ MARKETING BACK OFFICE
Transferring Altron Europe back office system to local fast growing environment
Responsible for CRM system - projects, clients, marketing campaign etc
Responsible for HR processes - visa process, employment documentation maintenance, payroll processes, etc
Coordinate preparation of commercial offer in function of brief given by Sales Team, Presales Team and Aftersales Team
Administration - recording agreements, proposals, contacts etc
Contact point for sub-contractors and suppliers including negotiating buying rights, managing the petty cash and cooperating with accounting department Altron Europe
Sales administration - liaison with financial counterparts responsible for invoicing and payments follow-up
Responsible for smooth running of the offices in Dubai and Abu Dhabi
Planning of business trips, booking, preparing agenda, travel expenses reports etc
PROJECT COORDINATOR
Bid Management for DC projects
Liaising with all parties involved in project: employees, subcontractors and client at relevant level
Manage day-to-day accounting functions including Booking, Accounts Receivable and Accounts Payable
Keeping a close watch on the budgets of each department and project
Being involved in the projects from the planning stages
Register and archive all project documentation
Attend and further organize internal project coordination meetings
OFFICE SUPPORT ROLE/RESPONSIBILITIES
Responsible for administrative support for the team
Responsible to track assigned project changes and make sure team meets the deadlines
Responsible for communication with all suppliers, analyzing all incoming offers from different suppliers, negotiating price, T&C
Managing petty cash & invoices, POs, all accounting administrative, following up on each payments
Preparing presentations when necessary and organizing meetings for management
MARKETING EXECUTIVE/RESPONSIBILITIES
Working independently and/or in collaboration with Marketing Manager on ad-hoc projects as assigned
Responsible for communication with all suppliers, analyzing all incoming offers from different suppliers, negotiating price, T&C
Organizing company exhibitions and activities - coordination and preparation of all company exhibitions
Developing and maintaining website content
Participating on business development meetings and meetings with our clients/partners
Implementing all marketing & development plans
Coordinating marketing activities according to Marketing plan
Developing all marketing materials in cooperation with Marketing Manager
Organizing all company collaterals such as brochures, corporate videos and others
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Responsible for all administrative support for CM as well as administrative supervision for all American Express offices in Prague
Coordinating business travel arrangements, responsible for managing calendar and all logistics pertaining to meetings
Organizing meetings and events with internal and external customers and clients
Team Leader of Social club organization - Employees organization, preparing financial reports, finding new activities for members, controlling profitability of each activity, regular reporting to Management, representing this benefit program to all employees
Providing support on Leadership Team meetings, offsite meetings and employee communications
Responsible for a team of receptionists - leadership experience, achieving customer service expectations by leading a team of 2 receptionists
Mobile agenda - reporting to management, managing and controlling phone spends, budget and all orders
Responsible for accurate internal web site in cooperation with HR department
Working independently and/or in collaboration with business manager on ad-hoc projects as assigned and also supporting and cooperating with Sales team
Responsible for communication with key suppliers, analyzing all incoming offers from different suppliers
Setting and managing expenses budget/reporting to Sales & Marketing Manager
Cooperating as editor on Amex Newsletter
Managing official web site www.americanexpress.cz - info and marketing contents/offers/promotions
Organizing company events and activities - coordination and preparation of all company events and teambuilding activities
Coordinating all philanthropy/PR projects designed to specific customer segments
- Responsible for communication with key clients, language services i.e. document translations, marketing services as well as all logistics
- Organizing various formal business events and conferences for various clients
- General administrative work - general office work including customer service, order processing, contact database administration, invoicing etc.
- Responsible for arranging and organizing meetings and business trips, cooperation with different companies and helping working on different projects as assigned - i.e. representing German Travel Agency “Houseboat Boeckel” and making arrangements for holiday houseboat trips for Czech customers or organizing business/trade missions to foreign countries for a Middle Asian Chamber of Commerce
- Managing/ maintaining business relationship with vendors and clients
- Creating work schedule for front desk employees
- Administrative tasks for Marketing manager as well as administrative support for the team
- Creating and distributing sales information on company products to segmented clients
- Preparing packages as per targeted groups of customers
- Preparing marketing action plans in coordination with Marketing Manager - street fairs in NY
- Researching on competition leads and tools used/generating intelligence on company competitors
Faculty of Economics and Management • Master Degree - Economics and Management • Specialization in Marketing and Human Resources • Thesis “Motivation as a leadership”