Administrative Assistant and HR Officer
Alfa Electronics
مجموع سنوات الخبرة :12 years, 7 أشهر
1. HR Duties:
• Participate in the recruitment process such as Contacting short listed candidates selected from the HR department, for holding interviews in the department and provide all needed administrative work related to this part of the recruitment cycle in coordination with the HR department.
• Responsible for health & social insurance coordination for the department.
• Follow up employee complaints, and resignations with department manager and the HR department.
• Coordinate internal/external/orientation trainings with the HR department.
• Handle the annual performance appraisal with HR department: Participate in preparing the forms with the HR department, deliver the forms to department manager, then collection & sending to the HR department.
• Collect department monthly grades, prepare attendance reports and participate in salary preparations with HR dept.
• Coordinate with HR department: HR audits & Skill gap analysis & employee satisfaction surveys process.
- 2. Administrative duties:
• Maintain proper and accurate filling system following the company's rules and records.
• Update customers’ database after the sales engineers’ field visits.
• Distribute in-coming mail and dispatch out-going mail.
• Answer and place telephone calls. Take and relay accurate written messages on time.
• Communicate properly with the customers and/or suppliers inside or outside EGYPT.
• Coordinate with the sales departments personnel to provide and collect information for records or reports.
• Generate monthly “Sales Indicators” on the Sales System.
• Perform all data entry for the engineers’ daily sales report details, ensuring accuracy and time-lines on the Sales System.
• Assist manager in organizing and conducting meetings, and preparing the quarter meeting presentation for the department.
• Participate in all the exhibitions preparations and arrangements according to the company's approved procedures.
*Update Schedules and Assignments.
*Producing Appropriate documentation to support trainer in delivering effectively training for ex : " course material, signing in sheets, attendance, certificates.. etc."
*Processing evaluation forms and providing summaries and reports as directed.
*Maintain training database, files and materials.
*Prepare name tags, schedules, menus, attendance sheets, hotels reservations, evaluation forms .. etc.
*General Training Center coordination and administration, make all arrangements regards booking venues, travelling and accommodation when needed.
*Assist in setting up/ tearing down before and after each session and assist training manager and trainer as necessary.
*Work closely with financial dept. to ensure the payment statues for training and expenses for training center under training manager supervision.
*Ensure all assigned tasks is done accurately and in time before training.
*Prepare weekly and monthly reports for HQ and send it in time.
*Provide courses costs and related information to training management.
*Provide support and guidance to off shored colleagues If needed.
*Process and Handling& preparing company building contract agreements and control validity contract as required.
*Prepare the petty cash vouchers requests for general affairs activities, office stationeries, and coordinate with accounting dept. to ensure on correct original receipt before payment are completed.
*Maintain office appearance and safety standards, make regular safety inspection and organize improvement as required.
*Maintain documented records on office daily cleanliness, kitchen, lobby & parking area.
* Planned and Coordinated logistics and materials for board meeting, committee meeting, and staff events including schedules and information preparation.
*Created detailed expense reports and requests for capital expenditures.
*Order and distribute office supplies while adhering a fixed office budget.
*Coordinated domestic international travel arrangements including booking airfare, hotel and transportation .
*Managed office supplies, vendors, organization and courier services.
*Assisted with event planning, travel and logistical arrangements.
*Handling General affairs maters, such as monthly control office AC, Building electricity, any damage of the building caused of any kind matters as required.
*Control and supervise security personnel activities, handling and solve any problem relates to security matters in office area or workshop area and report it to director.
*ensure all legal documents for all business are kept up to date as necessary .