Office Manager
Management Systems International
Total years of experience :8 years, 10 Months
•Assist program and support staff in the Beirut office in all administrative functions;
•Prepare and send correspondence, receive, log and sort incoming deliveries and letters;
•Receive visitors and phone calls to the program office and route them accordingly;
•Supervise and manage cleaning staff and driver(s) as required; review their log-sheets and attendance and maintain a calendar of their tasks;
•Assist the Finance and Admin Manager with petty cash, HR management, filing, documentation, and other administrative matters as required;
•Assist the Grants and Contracts Manager with small procurements, purchases, inventory reporting and with the maintenance of up-to-date grant files;
•Conduct online research and data gathering on request;
•Adhere to MSI procurement regulations, and take responsibility for day-to-day purchases required for program operations;
•Ensure smooth functioning of the program office, including tracking and ordering supplies, ensuring a clean and safe working environment, uninterrupted communication and IT services, driver coordination, vehicle log books, and storage;
•Attend staff meetings and take minutes of meetings;
•Assist with the organization of workshops, conferences, and trainings
•Carry out other duties as assigned
- Client Relationship Management
• Receive internal and external client requests and ensure prompt assistance;
• Follow up potential and existing clients to provide the very highest levels of client servicing;
• Correspond with existing clients on their apartments site progress;
• Coordinate with legal parties (the company’s and the clients’) to close mutual deals in accordance with management approvals;
• Ensure website updates and design modification(s) on regular basis.
- Procurement & Office Management
• Prepare and assist in the preparation of relevant procurement procedures for office supplies and consultancy services in accordance with management requirements;
• Coordinate with site architect on management-approved AutoCAD drawings and BOQ modifications (trades and quantities modified), as received from clients, to ensure customized procurement and punctual delivery to site;
• Monitor and keep track of the staff attendance and prepare monthly & yearly attendance reports;
• Assist in organization of meetings: staff & clients;
• Provide human resources services for recruitment;
• Organize a filing system, maintain records and files;
• Supervise and coordinate the work of the driver.
- Finance
• Request Payments, ensure all supporting documents are available and in accordance with rules;
• Reconcile Petty Cash ensuring all disbursements are in accordance with rules and procedures;
• Provide financial support for various projects.
• Attend to customers’ requirements and service inquiries;
• Research to identify clients, opportunities and competition;
• Coordinate with suppliers, clients and management;
• Prepare quotations/contracts; follow up entire sales process;
• Create, update and maintain service contracts, databases;
• Perform customer visits & prepare customized presentations.
• Follow up the purchase process (request quotations & negotiate prices);
• Contact suppliers for tenders and follow up contracts;
• Ensure timely receipt and provision of accurate information as requested, order the materials and ensure accurate delivery;
• Maintain inventory records and regular reporting;
• Coordinate with department head(s) for technical specs and suppliers’ approvals.