Receptionist and Admin Assistant
Save The Children - Lebanon
Total years of experience :12 years, 11 Months
Handle reception and professionally greet visitors.
Answer incoming calls, determine callers' needs, and direct calls accordingly.
Ensure that all offices are kept clean and tidy and fully operational.
Follow up on the booked meeting room regarding refreshments, coffee, & stationery when needed.
Handle general maintenance activities in the office.
Prepare welcome packages and send them accordingly to incoming visitors.
Monitor Inventory, responsible for providing and ordering stationery, office supplies, etc.
Raise PRs on ProSave and close invoices upon receiving the order. Follow up with the supply chain when needed.
Knowledge of waivers, invoice authorization, and offline PRs
Issue Program advance and advance return for admin budget.
Mobile Phone services: Recharge cards upon approval & bundle recharge.
Updates Excel sheet for Touch/MIFI Monthly bills.
Set appointments and arrange meetings to the CEO and the HR Manager
Book and manage Trips (visas and flights)
Set up attendance for employees monthly
Management of office equipment, ordering office needs
Maintain a clean and enjoyable working environment
Handle external or internal communication
Manage clerical and other administrative staff
Organize, arrange and coordinate meetings
Preparing conference room and its needs for scheduled meetings.
Safe storage of key offices and its replacements.
Ensuring the application of the common forms (memos, letters…) & the standard system for filing by all the departments within the company.
Data Collection, data surveys through internet and social media
Filtering CVs to the required persons.
Assists in providing office equipment support hardware and software.
Maintenance of the office equipments when needed
Arrangements for meetings and events, recording minutes of meeting
Ensuring travel needs and transportation.
Screening all of the company’s incoming and outgoing phone calls. Preparing teleconference calls when assigned.
Recording maintenance calls of clients.
Distribution of the delivery services Aramix, DHL, TNT, etc..
Handled all of the company’s incoming faxes and distributed them to the appropriate department.
Ensured that written materials are filed appropriately and timely.
Assisted the Customer Service Department in logging the troubleshooting calls and distributed them accordingly.
Assisted the Sales department in their offers to the customer.
Assisted the account department in their letters and transfers to the banks.
Handling Filling Offers - Signed Offers and Maintenance agreements.
Administrative duties such as: Scan, Fax and email control.
Preparing Portfolios for Projects.
Maintaining and controlling the mailing and filing system of the MD, organizing and dividing the files according to the reference succession or date and subjects.
Performing duties as assigned or requested. Follow up with the concerned departments, according to the Managing director’s instructions.
Ordering Uniforms and handling its distribution.
Vehicle maintenance
Updating database of legal employees, legal transfers between projects.
Preparing and fill HR related forms such as job applications, leave requests, and annual leave.
Direct assist to the general manager (Meetings internal and external, etc..)
Direct assist to the HR department
Scanning, emailing, photocopying and keeping records
Keeping records, updating database, data entry
Assisting the account department, invoicing, filling, and handling petty cash
Ordering office requirements regarding stationary and kitchen needs
Reservations and booking of hotels
Handling the cash, preparing daily cash report and emailing to the HR Department
Updating Strategies to increase the sales
Monitoring the stock
Display of the items
Costumer service
Handle Cash + Daily Reports
Daily banking + updating files
Opening & Closing
Assuring hygiene of Food & Beverages
Pay roll of the stuff and annual leave
