Office Manager
ACICO
Total years of experience :17 years, 5 Months
Industries - Construction.
•Takes oral or recorded dictation, minutes of conferences, business meetings, and transcribes notes on work processor/typewriter. May summarize notes and prepare reports for Chairman.
•Set appointments, schedules meetings and informs participants as to agenda, time and pertinent subject matter. Prepares and provides participants with informational materials and notarizes documents as requested.
•Makes travel and conference arrangements and hotel reservations for The Chairman.
•Processes requisitions, invoices, budget estimates, inventories, contracts, and other documents relating to Chairman Activities.
•Reads, analyzes and routes incoming mail with appropriate files or materials attached to correspondence to be answered.
•Composes correspondence, reports or material for official signature.
•Utilizes work processing equipment, computer terminals and other related computer and office equipment to perform a variety of tasks.
•Researches and prepares memos, reports, data, and other informational materials as requested or deemed necessary.
•Acts as a receptionist, interviewing and screening Chairman’s visitors and providing information when appropriate.
•Establishes and maintains filling systems.
•Schedule appointments on behalf of the Chairman, provide information to callers, take dictation, compose and type correspondences, read and route incoming mail, and perform other administrative tasks as and when required.
•Coordinate with other in-company senior Executives.
•Execute instructions and follow-up.
•Make business presentations on Power Point as and when required.
•Draft letters and official correspondences to the concerned parties in English & Arabic.
•Prepare and foreword memoranda to personnel in the various departments and act as a focal contact for the company’s departments should they require assistance / information / documentation from the Chairman.
•Co-ordinate with various departments to ensure that their tasks are completed in a timely manner and as per the Chairman’s directions.
•Receive client’s queries and explanations, if any, on behalf of the Chairman, and co-ordinate with the concerned departments to provide necessary clarifications.
•Partner with HR to maintain office policies as necessary
•Organize office operations and procedures
•Coordinate with IT department on all office equipment
•Allocate tasks and assignments to subordinates and monitor their performance
•Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
•Perform review and analysis of special projects and keep the management properly informed
•Determine current trends and provide a review to management to act on
•Responsible for recruiting staff for the office and providing orientation and training to new employees
•Ensure top performance of office staff by providing them adequate coaching and guidance.