office manager+PA+ facilities Mng
Living In Interiors
Total years of experience :13 years, 9 Months
2014- Present
Living In Interiors, Cairo Egypt
Facilities Manager & Personal Assistant for the Chairman + Office Manager
• Assist the upper management in establishing and enforcing company and customer goals, policies, and procedures related to facility management.
• Monitor and address the appearance of the building and grounds, noting anything that may be detrimental to the desired appearance of “an attractive facility in which it is pleasant to work
• Communicate ideas for improvement of the organization.
• Adhere to Living In Interiors company policies and procedures at all times.
• Undertake any other duties as appropriate within competence as required by Management from time to time.
• Ensure that all customer complaints are handled professionally, appropriately, and in a timely manner (internal and external customers).
• Conduct frequent inspection of the structure of building and determine if repairs are needed, then directing relevant party to the required task.
• Support and manage building refurbishment, redevelopment and major works initiatives including relocation of office equipment and furniture and space planning.
• Supervise all staff in relation to their day-to-day facility requirements
• Show initiative and contribute in a positive way to the effective running of the facility to deal effectively with unforeseen problems
• Negotiate all service contracts for the facilities ensuring that contract specification is achieved and that any errors or omissions are remedied speedily
• Act as the client link with contracting staff to monitor and review of all major contracts and services provided to the facility.
• Ensure all health and safety requirements and established and followed by staff and sub-contractors
• Ensure roofs, elevators and fire-fighting systems have updated inspections.
• Manage stock ordering, invoice checking, budget monitoring and keeping records of all facility equipment and tools associated with the facility.
• Managing all facilities of the company including each of 8 floors, 3Showrooms of total area around 4000m2, factory, Warehouse and the Chairman’s Villa.
• Created the facilities department in the company upon seeing the need to & taking the initiate to run it.
• Hired the needed stuff & arranged their interviews, materials & equipment as well uniforms.
• Managed the process of finding the right uniform to reflect company Image, finding suppliers & manufacturing uniform for all the different facility departments,
• Established the process & routine for daily cleanliness and maintenance using the right detergents & equipment to suit the interiors of each building.
• Trained 15-20 of staff and supervise them on daily basis.
• Negotiated all contracts for maintenance to provide all the required services
• Handling all in-house refurbishments & moving of different departments within premises
• Creating the right atmosphere through music, flowers odors & managed its supply regularly.
• Devising and maintaining office systems, including data management and filing.
Arranging travel, tickets, visas, accommodation and make the daily trip schedule
Screening phone calls, inquiries and requests, and handling them when appropriate;
Meeting and greeting visitors at all levels of seniority;
Organizing and maintaining diaries and making appointments;
Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
Taking dictation and minutes;
Carrying out background research and presenting findings;
Producing documents, briefing papers, reports and presentations;
Organizing and attending meetings and ensuring the manager is well prepared for meetings;
Liaising with clients, suppliers and other staff.