ADMINISTRATIVE COORDENATOR
Alliance Academy Jordan
Total years of experience :9 years, 3 Months
Coordinate meeting with staff, teachers and parents.
-Communicate with parents regarding academic/behavioral students’ issues.
- Create registration lists/grades’ sections list.
-Coordinate/Create Classes Weekly Schedules.
-Create and send out weekly planers.
-Create and send out Exams Schedules.
-Maintain an up to date Record of teachers ‘Daily/Monthly/Yearly academic plans.
-Observe Students’ Academic level and contact parents when needed.
- Follow up on absent students.
-Follow up on any technical issues during online learning.
-Other Various Administrative Duties.
Arrange meetings and taking minutes of meeting when needed.
-Maintain agenda, manage emails and answer phone calls.
-Handle travel arrangements, flights bookings, hotel bookings and visa applications when needed.
-Handling stationary supplies, filing documents, distributing mail and sending shipments.
-Other secretarial and administrative duties.
Main duties :
1.General secretarial duties to the supervisor/ team such as correspondence, scheduling appointments, email and mail processing, presentations, meeting room booking, ordering office supplies etc.
2.Coordinate the travel arrangements for the supervisor / team and make the necessary bookings through assigned employees and suppliers.
3.To support the organization of events, such as internal and external meetings, conferences, visits from guests, business conferences etc.
4.To sort all different documents (various correspondence, invoices, etc) and file them accurately. To keep archives up to date. To prepare and submit expense claims.
5.To perform switchboard activities by picking calls and forwarding them to the person in charge. Welcoming visitors and guests.
6.To manage other assigned tasks within the company such as HR, M&S, Logistics, DRP or SHE etc. if needed.
7.To act as a liaison between the superior and subordinates or others by transmitting directives, instructions and assignments and following up on the status of such.
8.Acts as the Local Document Responsible Person for the management of the local SOP system.
Provide secretarial and administrative support to the Management Office. Ensure all administrative matters are dealt with and that emails, faxes and letters are communicated on a timely basis and in appropriate prioritization to management.
Administrative Responsibilities:
- Greet and answer calls in professional, friendly, hospitable manner. Gatekeeper for Chairman, CEO and VP offices.
- Typing correspondence emails whenever required.
- Routing daily signatures, mails and emails.
- Update Chairman and CEO calendars, contact list on outlook.
- Schedule meetings with high-level officials: PM office. Ministers, Municipality of Amman, Banks and Partners. Maintain conference room calendar.
- Assure that requested announcements and information to be communicated to the respectful board of directors and committees offices are followed through.
- Arrange hotel accommodation for visitors, getting the corporate rates from all hotels by contacting them.
- Arrange for travel booking for employees across the group (registration, flight, Visa and Hotel booking) according to Group Travel Policy.
- Issue Business Cards for the entire group.
- Maintain the original agreements filing system and file correspondence.
Personal Assistance Responsibilities:
- Fix personal appointments at Doctors, friends, VIPs... etc.
- Maintain all family passports record and organize renewals.
- Maintain all maids work and residency and organize renewals.
- Organize family vacations (flights and Hotel bookings).
- Arrange for Visa when required for the maids or the family members.
- Send greeting cards/emails and gifts for all occasions (personal, VIPs)
- Assist in family or personal events if required.
Managing the Costa Rican Consulate Business in MENA region:
- Interviewing, checking visa applications and issuing visas. Translating document authentications. Follow up and secretarial matters.
Managing the Costa Rican Consulate Business in MENA region:
- Interviewing, checking visa applications and issuing visas. Translating document authentications. Follow up and secretarial matters.
translated children stories and books from English to Spanish to Arabic and the other way around.