Office Manager
The Blue Group
مجموع سنوات الخبرة :12 years, 5 أشهر
• Managing the daily operations of the Executive Office and acting as the focal point for information concerning Executive Office activities.
• Providing administrative and secretarial support to the Managing Director and other members of the Executive Office, screening and redirecting inquiries where appropriate.
• Monitoring incoming requests to the Executive Office and ensuring a trackable system of necessary responses.
• Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
• Used judgment and initiative in handling confidential matters and requests.
• Managed, scheduled and coordinated office functions and activities for employees.
• Elevated customer satisfaction ratings by promptly resolving client and case issues.
• Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
• Remained calm and professional in stressful circumstances and effectively diffused tense situations.
• Recruited and trained new employees to meet job requirements.
• Assigned work and monitored performance of project personnel.
• Evaluated individual and team business performance and identified opportunities for improvement.
• Delegated work to staff, setting priorities and goals.
• Provided leadership, insight and mentoring to newly hired employees to supply knowledge of various company programs.
• Maintained company confidence and protected business operations by keeping sensitive information confidential.
• Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
• Coordinated meeting and work schedules for staff teams and executives.
• Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
• Set up meeting and event logistics for senior management and updated calendars.
• Managed daily invoices, reports and proposals.
• Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
• Took detailed notes in meetings and disseminated information afterward.
• Filtered important calls and spam calls to help executives prioritize specific clients and expedite daily operations.
• Reviewed incoming reports, applications and memos to determine workplace priorities.
Managing the daily operations of the Executive Office and acting as the focal point for information concerning Executive Office activities.
• Providing administrative and secretarial support to the Managing Directo and other members of the Executive Office, screening and redirecting inquiries where appropriate.
• Monitoring incoming requests to the Executive Office and ensuring a trackable system of necessary responses. This should be as automated and streamlined as possible to allow performance measurement of response times.
• Managed office inventory and placed new supply orders.
• Monitored payments due from clients and promptly contacted clients with past due payments.
• Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
• Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
• Reviewed files and records to obtain information and respond to requests.
• Managed, scheduled and coordinated office functions and activities for employees.
• Handled scheduling and managed timely and effective allocation of resources and calendars.
• Used judgment and initiative in handling confidential matters and requests.
• Managed office budget to handle inventory, postage and vendor services.
• Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
• Assigned work and monitored performance of project personnel.
• Recruited and trained new employees to meet job requirements.
• Answer and direct phone calls
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Write and distribute email, correspondence memos, letters, faxes and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers
• Maintain contact lists.
• Book travel arrangements
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
• Register Patients, open new medical records, handles the patient's complaints etc
• Greet visitors / guests and attends to enquiries made by phone or walk-in guests
• Operates telephone switchboards and consoles to connect, hold, transfer and disconnect calls
• Arrange appointments for guests and keep records of these
• Deals with incoming mails and organize outgoing mail
• Assists the guest's inquiries of their medical insurance
• Attend training, seminars and workshops as deemed necessary
• Processing guest payments
• Being a source of information to guests on various matters
• Accommodating general and unique requests
• Diffusing conflict or tense situations with guests