Administrative Specialist to CFO
Fawry
Total years of experience :13 years, 1 Months
Handling all governance documentation and communication requirements for the group companies.
Handle GAM invitations preparation, circulation, mailing and follow up ratification process with lawyers
Alignment of board meeting timing circulation across board members for each company.
Handle all board meeting minutes documentation / filing / ratification in timely manner with lawyers
Maintain board attendance sheet and handle all board members expenses details and disbursements.
Maintain board register (meeting dates / decisions / attendees).
Maintain all contracts related to bank facilities/ protocols final signed versions scanned and filed.
Follow up all finance department related projects status across all internal and external stakeholders.
Handle board meeting invitations, board minutes of meeting logs, hard and soft copies filing, and follow up their ratification with lawyers.
Handle board members delegations, attendance sheets and meetings alignment among all parties.
Assist CFO and finance officers in annual filing requirements with regulators and tax authorities/ GAFI / EFSA.
Handling the reflection of all company branches / stores in the commercial register with company lawyers.
Maintain / update all forms related to AP/AR confirmations/ cover letters.
Handling department administrative tasks on daily basis.
Act as a focal point for any other department for all topics related to supply chain.
Maintain the department services by organizing processes and procedures in a soft copy and hard copy and ensure regular update.
Keep management informed by reviewing and analyzing special reports, summarizing information and identify trends.
Design filing system to keep record of all necessary information.
Maintain office efficiency by planning and implementing office equipment procurement.
Resolve any interdepartmental issue in the office.
Attend meetings with senior management and record meeting minutes.
Regular follow up for departmental tasks as well as deadlines with external departments.
Prepare presentations, spreadsheets, organizational charts and project schedules using a variety of software.
Stay in constant communication with GM and Marketing & Sales GM, initiating, responding or reporting as needed for maximum office effectiveness.
Coordinate procedures for recruitment.
Handling all travel work papers, itineraries, agendas and compiling documents for travel-related meetings for managers and all division staff to pass them to CEO office.
Arrange business visits logistics; pick up, transfer, dinners, reservations, meet and assist service for guests.
Supervise all office work with blue collars.
Assist in events planning.
Identify tasks needing attention, design implementation, plans, presentation and follow through to completion.
Design filing systems and ensure that these systems are up to date.
Produce outgoing correspondence, memos, and other necessary paper work for managers and staff as requested.
Perform various and responsible clerical work (Expense report, filing, copying, fax, etc.).
General Duties and Responsibilities:
• Providing high level of administrative support to top management.
• Preparing correspondence, welcoming visitors, arranging phone calls, scheduling meetings.
• Conducting research and compiling data & Perform basic bookkeeping.
• Preparing papers for consideration and presentation by executives, committees and board of directors.
Technical Duties and responsibilities (Reinsurance Department as Reinsurance Specialist):
• Responsible for the placing of property of outward facultative business such as approaching the reinsurers, following up with them, receive their queries, confirm their ceded shares and notify the technical team ( the underwrites ) with the placed share.
• Performs routine reinsurance clerical duties, such as maintaining records, processing and verifying new business.
• Engage in general management of contract documentation including drafting slips, cover notes and re-insurance treaties.
• Prepare credit and debit notes.
• Generally support brokers, underwriters, account managers and other team members.
• Negotiate terms & conditions with other insurance and reinsurance companies.
• Familiar with a variety of the field's concepts, practices, and procedures.
Duties and Responsibilities:
• Prepare invoices, BOQs, reports, letters, and tenders' documents using word processing, spreadsheet, database, or presentation.
• Read and analyze incoming tenders' proposal and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and emails.
• File and retrieve corporate documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Prepare all administrative paper files necessary and required as documentation including monthly, quarterly, and annual reports.
• Assist in providing office services and administrative assistance.
• Keep a record of all the office logs / office visitors /courier delivery and office assets to keep it under control and monitored.
• Answer, screen and transfer inbound calls.
• Take messages and relaying them to the appropriate party.
• Scanning/faxing/copying.
• Work with the project managers, accounting team and engineers.
• Complete special tasks as assigned from HR Manger or Managing Director.
• Ordering of office supplies.
Skills and Specifications
• Prioritization, Organizing & Coordination.
• Time management.
• Details oriented & Deadline orientated.
• Ability to work independently as well as in a team environment.
• Desire to keep learning and accept constructive feedback.
• The ability to quickly move from project to project
Duties and Responsibilities:
• Handling incoming requests from customers and managing their inquiries or requests.
• Providing information on complaints regarding Vodafone specific products as well as services.
• Transferring customer calls with complex inquiries to appropriate staff (Technical teams)
• Selling products and placing customer orders in the computer system.
• Preparing customer service support summary reports and coordinating in handling the difficult and unusual situations.
• Resolving customer support related issues and providing customer with proper solution, via the troubleshooting techniques
• Recording details of comments, inquiries, complaints, and actions taken.
• Directing unresolved issues and requests to the appropriate designated resource
Skills and Specifications:
• Knowledge of practices and procedures of call center.
• Should be able to operate well under tight pressure.
• Able to juggle multiple projects simultaneously.
• Excellent communication, interpersonal and customer service skills.
• Sound practical judgment of priorities.
• Ability to ameliorate customer service skills.
Duties and Responsibilities:
• Coordinating and participating in hiring process, including selection, appointment process, preparing reports.
• Coordinating the trainings.
• providing guidance, support, and coordination in the consistent and effective application of policies, procedures, and practices of vendor management department
• Assisting in the administration including updating, filing spreadsheets, reference checking, salaries, and issuing of letters.
• Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
Skills and Specifications:
• Able to work alone on a broad variety of projects.
• Able to establish and maintain healthy working relationships with people in course of work.
• Strong level of influence and negotiation skills.
• Medium proficiency in Microsoft Excel, Word, Outlook, and Internet Explorer.
• Able to deliver effective results, meet tight deadlines and targets.
Good judgment and decision-making skills.
Duties and Responsibilities:
• Making phone calls on behalf of the organization to diverse customers or potential customers.
• Making phone calls to collect surveys about specific services.
Duties and Responsibilities:
• Handling food complaints from end users.
• Receiving complaints from sales representatives in Egypt regions.
• Handling recommendations, charity and sponsorship.
Duties and Responsibilities:
• Handling incoming requests from customers and managing their inquiries or requests.
• Providing information on complaints regarding Vodafone specific products as well as services.
• Transferring customer calls with complex inquiries to appropriate staff (Technical teams)
• Selling products and placing customer orders in the computer system.
• Preparing customer service support summary reports and coordinating in handling the difficult and unusual situations.
• Resolving customer support related issues and providing customer with proper solution, via the troubleshooting techniques
• Recording details of comments, inquiries, complaints, and actions taken.
• Directing unresolved issues and requests to the appropriate designated resource
Grade:very good with honors