Project Coordinator
Oxford Business Group
Total years of experience :7 years, 3 Months
The role is to provide administrative assistance to the project team, as well as to any other visiting advertising and editorial staff and free lance analysts.
Office Management and Administration:
1. Meets with the Country Director daily to discuss the daily and
weekly priorities.
2. Arrange meetings.
3. Provides translation in meetings/interviews when needed.
4. Signs up all persons met/interviewed by advertising/editorial
staff for relevant OBG web stories.
5. Maintains calendars, charts, reports to ensure that records are
kept accurate (keeping track of all meetings of each staff,
keeping the company outlook files updated, updating the barter
chart and artwork collection chart weekly).
6. Markets all travel and accommodation bookings.
7. Coordinate daily schedules for analysts when in town.
8. Provides additional assistance to analysts when needed.
9. Coordinate the driver's schedule, informs the driver daily on the
locations of the meetings for the next day for appropriate
planning.
10. Collect artwork and submits to the head office.
11. Organizes delivery of books (both to advertisers and to other
contacts requested).
13. Ensures healthy hand over transition at the end of the projects:
ensuring that the Head Office in Turkey is informed in full on all
pending issues, completing and sending all requested charts,
reports and other documents, making list of the current needs,
priorities and issues, making sure that the replacement is aware
of all the procedures, manuals and guidelines etc.
Editorial Assistance:
1. Assists the advertising staff with their research (finding the largest
companies within various industries, finding out contact names,
researching companies' corporate and financial information).
2. Assists the editorial staff with their research (helping read local
papers and informative articles daily, assist to find the most
appropriate local analysts, assist the staff or analysts to find
interesting companies/organizations/institutions within each sector
for interview).
3. Liaises with the Editorial Manager, cross checks the listings in each
section of the book.
Finance Administration:
1. Collects all the receipts for every expense, and assists the Country
Director with compiling the expense reports.
2. Ensures regular and on-time payment of all office and office utilities bills.
3. Liaises with the head office to receive the invoices, proof read
invoices and check accuracy, send invoices to clients.
4. Works with the head office to ensure d office to ensure timely collection against
invoices - follow up with clients for payment.
(for the Director, Marketing & Business Development)
1. Managing, organizing, scheduling and maintaining information.
2. Provides a variety of administrative and stuff support duties for the division
such as assisting visitors, resolving administrative problems and inquires,
composing, editing, transcribing and proofreading correspondences,
reports, memoranda from dictation, verbal direction and distributing
agendas and minutes of meetings.
3. Coordinates and performs a range of operational support activities; serves
as a liaison with other departments such as publishing, finance
departments, print house, and other companies in the group; resolving and
analyzing the day-to-day problems.
4. Schedules and coordinates meetings, events, interviews, appointments,
and other similar activities for supervising which may include coordinating
travel and lodging arrangements for attending international fairs such as
Frankfurt and Bologna Book Fairs.
5. Establishes, maintains, and updates files, database, records internal
reports and archiving.
6. Sorts, screens, reviews and distributes incoming and outgoing email and
ensures timely responses.
7. Requisitions supplies, printing, maintenance, and other services.
8. Performs miscellaneous job-related duties as assigned.
9. Ability to gather data, compiles information, and prepares reports.
10. Ability to maintain calendars and schedule appointments.
11. Arrange, participate, and implement as directed management meetings.
12. Implement management methods in order to improve workflow.
13. Create spreadsheets, emails. Manage databases, maintain paper and
electronic files.
Maintain the set filing system for the department effectively. Execute routine secretarial assignments effectively and timely.
1. Typing letters, memoranda, reports, etc., from dictated, handwritten, or other
sources, and assists in preparing agenda and material for departmental meetings.
2. Contacting companies in Italy, India, USA, exp. Better Silver - Silver Line -
International SaleZ.
3. Maintaining the filing system department to organize and maintain files and
records and facilitate information retrieval.
4. Answering telephones and directs calls to appropriate persons.
5. Scheduling appointments for the Department Manager and remind him/her
of these appointments timely.
6. Greeting visitors and ascertain nature and purpose of the visits and
conducting them to the Department Manager.
7. Examining incoming correspondence and distributes it effectively.
8. Attending departmental meetings and record minutes of meetings to
distribute them and follow on agreed upon course of action to ensure the
meeting of the objectives set by the Department Manager.
9. Coordinating, with the Administrative Supervisor, maintenance of office
equipment.
10.Handling travel arrangements for Department Manager and personal and
follow up on required money transfers and settlements of travel expenses
through communicating externally, with travel agencies and banks.
Food & Beverage Dep.)
1. Reporting to the Department Manager.
2. Follow up daily tasks.
3. Follow up problems and requirements related to my department.
4. Handling special orders.
5. Handling the filing system, appointments and meetings arrangements.
1. In daily contact with the clients whether through telephone or in person and
directing them to the person in charge.
2. Dealing with the customers through emails or faxes (sending information to
be aware of, asking for information to be fulfilled, presenting the solution for
problems facing them in cooperation with the Engineering Department).
3. Taking notes of all daily and weekly schedules, interviews and meetings.
4. Organizing seminars that are taking place, worksheets, office equipment,
presentations are ordered and coffee brake are settled..etc.
5. Handling hotel reservations for visitors coming from abroad and confirming
flight tickets.
6. Presenting the required statistics, schedules, total amounts.
7. Archiving all kind of papers such as records, reports, letters, emails and
faxes in a numerical order.
8. Storing all kind of computer data as a backup on CDs.
9. Sending reports through emails to our countries abroad (in Germany and
Denmark) discussing the achievements and the problems we’re facing in
order to be solved.
Logistic Applications:
1. Handling orders, follow-ups and meetings.
2. Responding to all client’s type of questions. For example: prices, type of
transportation, date of delivery, terms of payment, …etc.
3. Dealing with my foreign logistic contacts in other companies in the field of
Refrigeration and Air Conditioning as (Danfoss, Bitzer, Ideal-Line, KTL,
…etc.) in Denmark and Europe.
4. Dealing with big Egyptian factories as (Kiriazi, Bahgat, Siltal, Unionaire,
Alaska, Ideal, Electrostar….etc.)
5. Dealing with Banks regarding Letter of Credits and Transfers.