HR Specialist & Office Manager
Exsys Solutions
مجموع سنوات الخبرة :8 years, 0 أشهر
Worked as an Office Manager & HR Specialist to in "Exsys Solutions" - www.exsyssolutions.com
Office manager & HR Specialist work responsibilities included but were not limited to:
- Assists in hiring process by coordinating job posting on Web site, scanning CVs, performing telephone.
- Ensures that all documents in the employees’ files comply with documents needed as set by the labor law and social insurance.
- Schedules and organizes interviews.
- Handles all hiring issues such as employment contract, social insurance application and the hiring documents with all new employees and maintain it in the employee files.
- Handles all termination procedures and reviews wages and salaries, deductions & taxes for all employees.
- Provides payroll information by collecting time and attendance records.
- Control time management and make analysis for attendance report.
- Maintains personnel files in compliance with applicable legal requirements.
- Assists in employee performance appraisals.
- Develop and update HR procedures version.
- Updates HR spreadsheet with employee change requests and processes paperwork.
- Support in processing of hiring and termination.
- Maintain an adequate inventory of office supplies.
- Respond to public inquiries.
- Provide Word-processing and secretarial support.
- Type confidential documents on a word processing system.
- Using the Excel sheet for daily and weekly reports according to the required.
- Controlling the office budget.
- Performs other duties as assigned.
- Maintaining, filing, and documenting confidential reports & records.
- Organizing meetings and appointments.
- Dealing with post and emails.
- Dealing with complex queries and complaints on the telephone, by email and in person.
- Signing for and distributing UPS/Fed Ex/Airborne packages.
- Providing administrative and secretarial support to the chairman.
- Handling and controlling all incoming and outgoing correspondences. This includes composing, drafting, typing and distributing letters, memos, correspondences, meeting minutes and reports of routine nature related to the chairman.
- Daily follow up of pending matters.
- Receive, direct and relay telephone messages and fax messages
- Open and date stamp all general correspondence.
- Re-direct calls as appropriate and take adequate messages when required.
- Greet, assist and direct visitors and the general public.
- Supporting sales team in managing schedules.
- Creating sales documents and proposals.
- Generating reports related to sales activities.
- Handling customer and prioritizing customer requests while the sales team is out of the office.
- Organizing meetings and appointments.
- Dealing with post and emails.
- Organizing the recruitment of new staff.
- Raising quotations.
- Maintaining good customer relations.
- Answering customers telephone queries.
- Maintaining client records.
- Daily follow up of pending matters.
- Receive requests from customers either by fax or email.
- Prepare request for quotation, make proposal and offer it to the customer.
- Handling the Tenders and Documentations Preparation.
- Handle some secretarial works including sending faxes, emails, receiving and handle clients' calls and International correspondence through emails.
- Follow up on all pending items and critical issues.
- Filing all incoming & outgoing correspondence.
- Arrange appointments where necessary.
- Any other tasks related to the Sales Department requested by the Chairman, the Managing Director, or the Sales Director.
- Maintaining, filing, and documenting confidential reports & records.
- Organizing meetings and appointments.
- Dealing with post and emails.
- Organizing the recruitment of new staff.
- Handling travel arrangements as needed.
- Discussing problems with staff.
- Keeping and distributing department stationary, updating inventory of the stationary items.
- Dealing with complex queries and complaints on the telephone, by email and in person.
- Chairing meetings.
- Delegating work and workload planning.
- Signing for and distributing UPS/Fed Ex/Airborne packages.
- Following up the shipment of every Sample till it reaches our clients, as well as preparing the needed documentation.
- Providing administrative and secretarial support to the chairman.
- Supervising the work of clerical and secretarial staff, monitoring the workload and work rate.
- Handling and controlling all incoming and outgoing correspondences. This includes composing, drafting, typing and distributing letters, memos, correspondences, meeting minutes and reports of routine nature related to the chairman.
- Daily follow up of pending matters.
.- Providing administrative and secretarial support to the department.
- Maintaining, filing, and documenting department’s records.
- Handling and controlling all incoming and outgoing correspondences. This includes composing, drafting, typing and distributing letters, memos, correspondences, meeting notes and reports of routine nature related to partner/department.
- Keeping and distributing department stationary, updating inventory of the stationary items.
- Daily follow up of pending matters.
- Handling travel arrangements when needed.
- Arranging conference calls and schedule meetings.
- Monitoring staff attendance on a dedicated software.
- Answering telephones and transfer to appropriate staff member.
- Meeting and greeting clients and visitors.
- Creating and modifying documents using Microsoft Office.
- Signing for and distributing UPS/Fed Ex/Airborne packages.
- Searching, screening and selection process for CVs and preparing shortlists. In general, following all the procedures of hiring new employees in the marketing/training department.
- Coordinate and maintain records for staff office space, phones, parking, company credit cards and office keys.
- Setup and coordinate meetings and conferences.
- Maintain and distribute staff weekly schedules.
- Supporting staff in assigned project based work.
- Other duties as assigned.
- Having direct and indirect contact with clients via phone, emails and faxes.
- Providing administrative and secretarial support to the chairman.
- Maintaining, filing, and documenting confidential reports & records.
- Monitoring staff attendance on a dedicated software.
- Designing and drafting power point presentations. Also, designing and drafting proposals for new clients.
- Arranging conference calls and schedule meetings.
- Following up with the financial department/ banks clients’ payment for their professional fees through cheques/ bank transfers. Handling payment requests and expenses reports.
- Daily follow up of pending matters.
- Maintaining, filing, and documenting confidential reports & records.
- Managing all the training events and sessions. This includes arranging training sessions, workshops, and events from A to Z.
- Drafting minutes of meetings as requested.
- Dealing with post and emails.
- Dealing with complex queries and complaints on the telephone, by email and in person.
- Handling travel arrangements when needed.
- Creating and modifying documents using Microsoft Office.
- Organizing meetings and appointments.
- Delegating work and workload planning.
- Ordering stationery.
- Keeping personnel records.
- Controlling the office budget.
- Ordering office furniture.
- Organizing office maintenance and repair work.