Office Manager
KFIC
مجموع سنوات الخبرة :11 years, 1 أشهر
Coordinate all meetings for the Division and provide all necessary information and documents for the meetings as
required, as well as set agenda and correspondence before and after the meeting.
Manage the scheduled and urgent business meetings as (preparation, organization, notices, minutes of meeting
preparation, following‐up decisions and archiving).
Follow up all actionable items raised from the meetings/memos/ circulations with all parties.
Receive, sort and distribute mail and facsimiles to the Concerned Management Personnel, in addition to handling
the outgoing mail and courier services.
Handle and screen emails and incoming calls, make notes of essential information and prioritize the calls and emails
to be returned by the concerned personnel from the Senior Management.
Manage busy diaries, arrange appropriate internal and external appointments as well as prepare and distribute
various documents such as: letters, memos, correspondences, agendas, notes, minutes of meetings, etc. to the
concerned Direct Manager.
Maintain total confidentiality in handling confidential documents of KFIC and manage effective relationships with
Banks, Office Lawyer and other regulatory bodies for achievement of various tasks.
Manage and arrange business trips as assigned by the Direct Manager and incoming business guests/visitors and
provide detailed itinerary including: contact details, addresses, locations, timings and all related documents, as
requested.
Manage and maintain an efficient paper and electronic filing system for documents, records and reports for easy
retrieval of information in future as well as maintain all confidential files and other materials essential for use by
employees/management of the Division.
Update employees’ files on the system constantly including: new training and professional certificates, etc.
Organize, file and maintain all paperwork, documents and computer‐based information in the assigned filling
system.
Screen and handle incoming telephone calls to the Direct Manager’s office and take appropriate action to ensure a
professional and timely response is given to the caller whilst ensuring that the Direct Manager is alerted to priority
calls.
Prepare all Direct Manager’s written correspondence by preparing draft letters from brief or shorthand notes, rough
drafts or oral instructions as issued by the Direct Manager.
Transcribe dictation, compose and prepare confidential correspondences, undertake word processing tasks,
manage databases and create presentations, documents & reports as required by the Management using IT Tools
for correspondence, by using Microsoft Office (Word, Excel, PowerPoint, etc.)
Arrange programs, events & conferences in coordination with other divisions/departments and manage projects
and other tasks as assigned by the Direct Manager.
Organize the office layout, maintain supplies of stationery and equipment to ensure that all office resources are
always available for timely achievement of Divisional objectives.
Perform other duties related to the job as assigned by the Direct Manager.
Weekly Report For Giza region consolidation
¬ Spoke for Outsource Employees information’s “Share point and Help desk request”
¬ Keep updated name list, organization chart, work from home and nearest location requests and move matrix after re-org
¬ Handle day to day employee different business inquires (Guide employees to a contact person HR..or one of the hiring companies )
¬ Handling of activation/deactivation and ID replacements and start up procedures of new staff
¬ Stationary requests
¬ Filling of hard copies sent to finance, Hr for FTEs and to the other different hiring companies for outsourced employees with the help of the department clerk
¬ Handle with Business support sending the BTS contracts to CPC daily for two rounds for SM & RO and keep track for all the contracts sent
¬ Meeting rooms in SV and MK reservations
¬ Send Condolences, Special Social events greetings
¬ Handle CVs for new candidates needed and HR related activities preparation (interviews, new hired)
¬ Monthly calculations for driver sheet Cairo region and entering on system
¬ Managing & Keep track sheet for all contracts need to be signed by H.O.D & direct reports in excel to avoid losing contracts and calculating the amount of the contracts
¬ Manage all the requests& applications which is needed yearly to be done for the summer training and business referrals needed
¬ Sending Monthly sheets (on call time sheet) to Payroll before deadline and keep Hard copies
¬ Events coordination (day out, Team building, parties needed)
¬ Spoke for (Maintenance in coordination with security, Cleaners, receptionist)
¬ Issue all access letters requested from the Site Management to be able to access sites.
¬ Assist in formatting presentations for Giza Region Performance Review Meetings.
