Admin Specialist
Hayat Egypt
مجموع سنوات الخبرة :14 years, 9 أشهر
- Monitoring the daily cleaning teams in performing cleaning duties and associated tasks. - Assist in the planning of daily tasks
- Ensure that the company’s policies and procedures are adhered to by staff - Maintain and control the use of stock, equipment & consumables
- Assist the Manager to maintain the asset register
- Monitor the service calls and dispatches them accordingly.
- Report any breach directly to the Manager.
- Prepare overtime schedules. - Monitor and assist in planning for holiday work requirements.
- Manage & control the Pool car activities, Maintenance & Log.
- Handle company catering for monitoring presented food hygiene, prepares regular reports about the catering performance and the quality of service presented to company employees.
- Follows up pest control working plan.
- Ensures that the Scrap area is always clean
- Provide operational and documentation support for Department.
- Make travel arrangements, hotel reservations, and transportation.
- Assist in the preparation of regularly scheduled reports.
- placing and expediting stationery orders; receipt & distributing the supplies to the employees.
- Coordinate with department heads and provide the needed support to ensure compliance with Company’s systems and alignment.
Responsibilities:
• Providing professional, confidential and support to the Plant Manager of NW&FP Manufactures based on understanding the key corporate decisions, strategies, and policies.
• Handle appointments and e-mails for the Plant Manager.
• Review and ensure the expense claims are in line with the company’s policies prior to Plant Manager’s signature.
• Handling travel packages and all reservations related to incoming employees and consultants visiting the Factory.
• Establish contracts with hotels.
• Supervisory duties include supervising the Receptionist, and Facility workers.
• Responsible for overall facility maintenance of the admin building, and orchestrating a team of workers to keep the building in its top condition.
• Handle and manage the Monthly Management meeting minutes.
• Coordinate Plant Manager’s office invoice payments including checking, monitoring, and processing invoices for payment.
• Take the initiative to deputize and respond on behalf of the Plant Manager where appropriate.
• Prepare greetings, condolences, and announcements on the days of occasions.
• Maintains supplies inventory by following up and checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies from stationery, Housekeeping materials, and Buffet.
• Coordinate with departments’ heads and provide the needed support to ensure compliance with the Company’s systems and alignment.
1. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text and data
2. Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
3. Maintains executive's appointments schedule by planning and scheduling meetings and travel arrangements.
4. screening phone calls, inquiries, and requests, and handling them when appropriate
5. Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
6. Contributes to team effort by accomplishing related results as needed.
7. Assign and monitor clerical and secretarial functions.
8. liaising with staff in other departments to ensure smooth running of the work
9. Arranging travel and accommodation for CEO
⦁ Handling Mail System Administration
1. Monitoring E-Mail Size Quota
2. Prepare Usage Rates Reports
3. Create New, Suspend Or Delete Emails
4. Create & Manage Mail Group
5. Prepare & Amend Mail Contact List
⦁ Handling Office Administration Activities
1. To Be In Charge Of ISO 9001:2008 Implementation In The IT Dept.
2. Create / Follow Up Memos And Correspondences
3. Allocation System Reports
4. Follow Up Vacations, Delays, Moving & Resignation with HR Dept.
5. Create / Update Tele. Index (Internal Extensions)
6. Tabulating Quotations
⦁ Using ERP System
1. Create Purchasing Request (PR)
2. Prepare PR Tracking Reports
3. Create / Follow Up Inspections Requests (INS)
4. Prepare Weekly / Monthly (INS) Reports
5. Create Request Issue Voucher (RIV)
6. Create & Confirm Non Stock Items (NSI) Voucher
⦁ Handling Finger Machine & ID Cards
1. Create / Edit Employee ID Cards
2. Create / Amend Fingerprints
3. Update Employee Data on Finger Machines
• Assist in the implementation of HR rules
1- To be aware of HR rules of the company and assist in carrying it out
• Preparation and check of remuneration and payroll
1- To make statistics of attendance, subsidies, allowances, holidays & vocations of employees
2- To be in charge of check on wages of Egyptian employees
• Recruitment
1- To handle the matters concerning recruitment advertisement in accordance with a recruitment plan, including contact media for advertising the recruitment and responses, etc.
2- To arrange and inform the applicants for interviewing with the company, organize the interviewing test and paper tests.
3- To be in charge of maintenance the talent reserve database
• Assistance of labor contract management
1- To know in time relevant policies and rules about labor contract.
2- To arrange the signing, renewal or termination labors contracts.
3- To establish, and update on time, the labor contract management records.
4- To handle the procedures of retirement for employees meeting the conditions.
• Personnel assignment and transfer of the company
1- To handle the matters of personnel rearrangement such as transfer in, transfer out, employing and resigning, etc.
2- To handle the matters of outsourcing employees
3- To be responsible for issuing notice of becoming official employees from qualified employees in probation period and handle the matters of labor office for the approved employees who qualified in the probationary period.
• Handling affairs of social insurances
1- To be in charge of checking and payment of social insurance for Egyptian employees every month.
2- To be in charge of payments of medical insurance and personal accident insurance.
• Performing & Coordinating Office Administrative Activities.
• Compose & Edit Internal & External Correspondence.
• Prepare Time Sheets & Monthly profits for heavy Machines.
• Prepare Salaries, Monthly performance evaluation for workers.
• Scheduling Meetings.
• Dealing with the shipping companies for export sludge oil & waste material.
• Perform other duties as assigned by supervisor or executive director.
• Organize and supervise all of the administrative and performs activities that facilitate the smooth running of the office.
• Plan and implement office systems.
• Conduct Search about Required Spare Parts.
• Prepare Quotations & Order Purchase.
• Release of timely payments to vendors against certified invoices.
• Define the GM appointments.
• Design Filing Systems and Ensure that they are maintained and up to Date.
• Liaising with clients, suppliers and other staff.
• File and maintain all Project Documents.
• Record and Control the Engineering Library of Relevant Procedures, Codes, Standards, Specifications, Drawing and Reference.
• Preparing Employees’ Performance appraisal reports.
• Sorting, Retrieving & Integrating Information to Dissemination for Managers and Departments.
• Prepare Weekly Report for Executive Office Engineers.
• Setups and Coordinates Meetings
• Deputizing for the Managers Dealing with Counseling Engineers in Papers Work.
• Using variety of Office Equipments Such As Fax Machine, Photocopier, Telephone System and Personal Computer.
Type, Edit and Format Correspondence, Reports, and Other Documents
Prepare The Monthly Profits, Rewards & Allowance
Dealing with Customers Queries and Complaints
• Human Resources Management • Industrial Relations • Applied studies • Human Resources Planning • Human Resource Development
• Production & Operation Management • Strategy Management • Human Resource • Marketing • Finance
