Office Administration Manager
ARCHSTRA Consulting & Services
مجموع سنوات الخبرة :28 years, 1 أشهر
• Staff administration including holidays and sickness tracking & Monitoring of staff time-sheets.
• Preparation of the monthly payroll.
• Typing documents, letters & formal correspondences.
• Saving & maintaining office files specially the confidential ones.
• Design and implement office policies and procedures, then improve it to the most efficient policy.
• Schedule & organization meetings and prepare meetings agenda for the executives, then follow up with the attendees updates and consolidate it to submit it to the management.
• Send and receive faxes and track it for fax collection and fax distribution matters.
• Tickets & Hotels reservation for company guests.
• keep track of daily expenses incurred and have an accountable report at the close of the month of petty cash expenditures
• Follow up the government & private sector tenders on newspapers & websites.
• Register the company on Government Procurement Regulatory Department to get its classification Certificate.
• Acquire, distribute and store office supplies.
• Coordination between the company different line of business executives.
• Provide support for the Real Estate and Facilities organization.
• Provide daily support to office employees. May coordinate appointments, information to and from callers, perform file maintenance, order office supplies and coordinate incoming and outgoing mail and deliveries. Operate automated office equipment.
• Provides support in a variety of settings. Works within defined procedures and routines with limited autonomy. Problem solving includes basic research and verification only. Accountable for achieving objectives for self and contributing to the work of others.
• Prepare and review operational reports and schedules to ensure accuracy and efficiency.
• Set goals and deadlines for the department.
• Acquire, distribute and store supplies.
• Plan, administer and control budgets for contracts, equipment and supplies.
• Monitor the facility to ensure that it remains safe, secure, and well-maintained.
• Ability to recruit, lead, develops and motivates teams.
• Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
• Staff administration including holiday and sickness tracking.
• Assisting with the preparation of the monthly management accounts.
• Monitoring of staff timesheets time in lieu and holidays.
• Organizing meetings and ensuring senior managers are well prepared for them.
• Recruitment employees
• Procurement
• Dealing with insurance companies and social insurance
• Direct the general public to the appropriate staff member.
• Maintain confidential records and files & maintain the general filing system and file all correspondence.
• Schedule Board meetings, Prepare agendas for Board meeting.
• Assist in the planning and preparation of meetings, conferences and conference telephone calls.
• Typing confidential documents & letters correspondence reports and maintain office files.
• Take minutes at meetings, distribute minutes and record minutes and submit minutes for approval
• Coordinate repairs to office equipment.
• Providing general administrative support such as preparing correspondence, forms and reports, arranging meetings, filing electronic and hard copy, tracking deadlines.
• Managing sensitive and confidential matters like personnel relations, employee relations, and organizational changes, planning and protecting the security of information, data and files.
• Maintaining employee file records up-to-date by handling changes in employee status in timely manner.
• Receive and assist visitors and handle all incoming telephone enquiries and personal calls, act as a first point of contact for both internal and external parties who wish to contact or meet the immediate superior and screen the requests to ensure those with genuine and important reasons are given priority.
• Provide administrative support to the immediate superior including organizing meetings, handling the calendar, researching issues, tracking action item completion, and managing other administrative requirements as required.
• Maintain the schedules relating to the use of facilities, including conference rooms, meeting rooms and others in order to ensure adequate organisation and lack of overlaps.
• Maintain a systemic filling system of documentations pertaining to the Group Director office in order to facilitate future referencing and ensure easy accessibility for the team.
• Working with the Manager to maintain administrative records.
• Leading staff meetings, promoting and supporting teamwork.
• Producing documents, briefing papers, reports and presentations.
• Organizing and maintaining diaries and making appointments
• Fax & Telephone
• Internet & e-mail
• perform Meeting’s logistics
• Maintaining & developing the office filing systems both on paper and computer.
• Correspondences
• Tickets & Hotels reservation