Office Manager
Youssry Saleh Law Firm
Total years of experience :16 years, 7 Months
• Devising and maintaining office systems, including data management and filing.
• Arranging travel, visas and accommodation and, occasionally.
• Screening phone calls, enquiries 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.
• Organizing and attending meetings and ensuring the manager is well prepared for meetings.
• Liaising with clients, suppliers and other staff.
• Direct clients to the appropriate staff member.
• Respond to public inquiries.
• Provide word-processing and secretarial support.
• Translate documents (Arabic-English / English-Arabic).
• Taking dictation and minutes; carrying out background research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
* Handling all the incoming and outgoing office mail (Post Mail, E-mail and Faxes) and make sure it is directed to the correct destination as well as the follow- up.
* Screening phone calls, enquiries and requests, and handling them.
* Meeting and greeting visitors.
* Organizing, attending meetings and taking minutes.
* Distributing minutes of meetings and agendas. * Preparing confidential and sensitive documents.
* Preparing the Export Control sheet.
* Maintaining hard and electronic filing system.
* Arranging travel, visas and accommodation and occasions.
* Writing letters that ordered by colleagues & directors.
* Preparing tenders and customers registration.
* Preparing the certificates of guarantee.
* Handling the office stationary and making it updated to the satisfactory level for the office use.
* Handling the office petit cash which covers the office miscellaneous needs (like buffet supplies, small office maintenance expenses, etc...).
* Regular checking of office equipment (copier, fax machine, telephones, internet line, registrations & monthly fees dates, etc..) to make sure that they are in an excellent working.
* Keeping records & folders of all important contacts for related services providers in all kinds.
* Making decisions and delegating work to others in the manager's absence.
* Perform general office duties, maintaining records management systems, and performing basic bookkeeping work.
* Open, sort, and distribute incoming correspondence, including faxes and Emails.
* Read and analyze incoming memos, submissions and reports in order to determine their significance and plan their distributions.
* Recording expenses and review balances.
* Manage daily cash payments.
* Handling petty cash.
* Conduct all banking transactions.
* Organizing manager schedule (Meetings, Calls...etc).
* Dealing with outside customers & keeping a good communication channel with them by all possible ways (E-mail, Fax, Phone, Meetings …etc).