Office Manager
iBaroody LLC
Total years of experience :20 years, 4 Months
Reporting to Chairman
•Maintain office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
•Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
•Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
•Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
•Complete operational requirements by scheduling and assigning employees; following up on work results.
•Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
•Maintain office staff by recruiting, selecting, orienting, and training employees.
•Maintain office staff job results by coaching, counselling, and disciplining employees; planning, monitoring, and appraising job results.
Reporting to Managing Director- Managing Psrtners
•Work autonomously in coordinating, managing and prioritizing the day-to-day administrative activities of the CEO,
•Provide Executive support for a wide range of high level meetings including provision of supporting papers and other meeting materials,
•Receive and host visiting VIP guests and various other groups,
•Create/distribute agendas, records, transcribe and distribute minutes for a wide range of high level meetings,
•Assist with background research and analysis on specific issues as required.
•Serve as the primary point of contact for the Office and screening incoming and outgoing communications on behalf of the CEO and take actions accordingly,
•Liaise with visitors, staff as well as other departments and stakeholders including various committees, Government Offices, and other groups both internal and external,
•Display a high level of diplomacy, discretion and confidentiality; ensure compliance with administrative policies and procedures.
•Prepare a full range of materials such as emails, memorandums, reports, presentations, correspondence and meeting materials,
•Coordinate complex travel arrangements and itineraries for staff and visiting VIP guests and groups.
Reporting to the General Counsel
•Provide high-level legal administrative support for the General Counsel and Associate General Counsel,
•Manage office details by relieving the General Counsel of routine requests and matters,
•Design and organize the office records keeping system up to date and insure maintenance of legal opinion files, litigation files and legal publications,
•File legal documents with appropriate courts; screens calls and visitors; serves as backup for other positions in the department,
• Maintain follow-up/reminder systems to insure timely completion of projects,
•Prepare necessary documents to order equipment and supplies; supervise and assign work to subordinates;
•Maintain dockets and calendars for General Counsel and other staff; schedule related appointments; coordinate activities of numerous departments insuring functions that are scheduled do not conflict with existing or planned events; make arrangements for conferences, workshops,
•Create and compose legal documents, letters, reports, memos, presentations and e-mails; independently answer correspondences not needing review by administrators;
Reporting to the CEO and Country Managers
•Planning, organizing and coordinating the Executive’s diary and meetings, including follow-ups on implementations/decisions, daily correspondence phone calls, mails and faxes
•Drafting and typing internal and external correspondence
•Preparing minutes of meetings, typing reports and preparing presentation materials
•Plan and organize high level meetings of clients, service providers, banks and corporate heads
•Co-ordinate business travel that includes flights, transports, accommodation, meetings and visas
•Communicating with Directors/ Executives and Head of Departments to follow-up on meeting points
•Liaise with different departments Finance/ HR for general matters
•Provide continuous high quality support, handling all administrative and personal needs of the President
•Handling confidential & sensitive information
•Coordinate work flow, prioritize and delegate tasks, provide motivation and direction
•Mediated conflicts among employees and between staff and management
•Keeping the President and COO informed and focused on priority issues
Generate consistent high standards customer services with no exceptions
•Handle official correspondence
•Upgrade office filing system
•Create a computerized customer database
•Handle day to day diary, of the managers
•Weekly minutes of meeting- Management Meeting
•Dealing with customers- internal and external
•Listening, understanding, empathizing, helping and solving clients’ needs
•Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to relevant health & safety procedures
•Responsible for daily, weekly and monthly revenue reports, services provided reports
•Resolves difficult issues regarding client complaints
•Monitoring and recording and reporting
•Carrying out processes and procedures
•Correspondence, office administration fax communication- receive, sort, distribute mail, courier and fax
•Responsible for all the confidential matters of the clients
Handle day to day Agenda
•Keeping track on all upcoming meeting
•Answering phones and met with public to answer questions
•Responsible for the design and maintenance of the clinical database
•Perform reception duties in an efficient, professional and courteous manner
•Performs clerical tasks such as systematically arranging letters, memorandum, invoices and other indexed documents according to an established system
•Conveyed in a reassuring manner step by step instructions to resolve application issues
•Providing information needed to clients
•Listen to and solving complaints of clients
•Taking massages and scheduling appointments
Looking after holiday sheets and new employees’ contracts,
•Assisting with Bank Account opening,
•Filing financial information on job folders, soft and hard copy,
•Any personal requirements for MD and FD such as purchasing items or booking appointments,
•Dealing with reviews, job descriptions and appraisals for employees,
•Booking flights and travel arrangements,
•Serving as right-hand in all personal and business endeavors,
•Submission of business expenses, managing and booking business and personal travel, itineraries,
•Maintain all business and personal files separately,
•Manage personal business (prepare updates on bills due as well as bank and investment balances/activity),
•Handling special requests and related duties as needed,
•Management and constant upkeep of contact database and related information both professionally and personally.
courses: the British Council, First Certificate in English (FCE)