HR Specialist & Office Manager
Mothol “A member of Keden International in KSA”
Total years of experience :15 years, 2 Months
▪ Being actively involved in recruitment by preparing job descriptions, posting ads and managing the hiring process.
▪ Informing job applicants of job duties, responsibilities, benefits, schedules, working conditions, promotion opportunities, etc.
▪ Ensuring new hire paperwork is completed and processed
▪ Processing all personnel action forms and ensuring proper approval
▪ Preparing social insurance forms, Coordinate with Finance department for paying Social Insurance Fees in the correct & suitable time frame.
▪ Reviewing employee’s monthly salaries & uploading them to the bank’s system.
▪ Collect Medical Insurance proposals & Enrol Employees in Medical.
▪ Performing Employees file audits & collecting, verifying, and recording employee attendance, leaves, overtime, ...etc.
▪ Maintaining database of personnel information & accurate payroll records & updates.
▪ Completing termination paperwork & assisting with exist interviews.
▪ Organize and schedule meetings and appointments.
▪ Attending meetings, preparing minutes & following up the recommendations of meetings with concerned departments.
▪ Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
▪ Ensure top performance of office staff by providing them guidance & Coordinate office staff activities to ensure maximum efficiency.
▪ Monitor and maintain office supplies inventory, Coordinate with IT department on all office equipment.
▪ Managing Traveling & Visa Process & any related Logistics.
▪ Organizing company events or conferences.
▪ Managing office budgets & supervising the cleaning staff.
▪ Other office manager related Tasks.
Serve as the first point of contact to answer, screen and transfer incoming calls as well as office visitors. ▪ Serve as a liaison with internal staff at all levels. ▪ Maintain TMG Office files and records as well as update Email contacts . ▪ Managing CEO Traveling & Visa Process and any related Logistics. ▪ Working with the CEO coordinate all staff activities. ▪ Manage and maintain CEO calendar including scheduling appointments, internal/external meetings and conference calls.
Oversee all daily office functions ensuring the organization and staff have a satisfying work environment. ▪ Serve as the first point of contact to answer, screen and transfer incoming calls as well as office visitors. ▪ Serve as a liaison with internal staff at all levels. ▪ Maintain ACT Office files and records as well as update Email contacts . ▪ Managing Employees Traveling & Visa Process and any related Logistics. ▪ Provide event planning assistance to the Development and Program teams as needed for other events. ▪ Working with the CEO & General Manager, coordinate all staff activities. ▪ Manage and maintain CEO & General Manager, calendar including scheduling appointments, internal/external meetings and conference calls. ▪ Attending meetings, preparing minutes of meetings and following up the recommendations of meetings with concerned departments. ▪ Draft and edit correspondence, communications, presentations and other documents on behalf CEO & General Manager, . ▪ Secure appropriate signatures and track documents through the approval process on behalf of CEO & General Manager. ▪ Support other Senior Management staff on other projects as needed.
*End to End Responsible for all administrative work and Operational Activities Management & managing filing systems.
*Maintain and processes confidential, sensitive information.
*Assist in the collection, preparation and review of data for reports, proposals and other formal written communications; ensures that all reports and correspondence achieve a high level of quality.
*Assemble background materials for meetings, gathers items for agendas and creates documents.
*Organizing company events and attending events such as conferences, seminars, Workshops, receptions and exhibitions.
*Communicate with employees, departments, administrators, applicants and the public for the purpose of providing information and assistance concerning employment, procedures, personnel records and related legal requirements.
*Process and complete personnel forms as necessary on new and terminating employees, ensuring that employees have appropriate credentials, licenses, examinations, etc & Ensure that all employee records include appropriate documents and is periodically updated when needed .
*Coordinate new employee processing/orientation for the purpose of providing pertinent information regarding employment.
*Managing Management & Employees Traveling & Visa Process and any related Logistics.
*Works collaboratively with Payroll and Finance to ensure data bases are maintained accurately.
*Recommend improvements or changes to program or operation policies and procedures.
-End to End Managing of Employee recruitment, on boarding, Employees Files Create, maintain and update personnel files in complying with the Egyptian labor law, Keeps employee records up-to-date by processing employee status changes in timely, resignation cycle and its related administration Tasks such as Medical, Social Insurance …etc.
-End to End Managing for Payroll Cycle.” Follow up employees attendance, leaves and errands and all other reports, arrange records if required, Overtime, Vacation balance, Benefits & compensations “
-End to End Managing for Expenses Cycle Tracking, Managing office expenditure and managing the budget. “Office expenses (including telecom, stationary, printing, utilities, cleaning, maintenance, drivers, entertainment, etc...) in coordination with accounting dept. “.
-Ensuring & Responsible on Documenting and maintain Business Process and Company policies & clear communication to be shared across the company.
-End to End managing for suppliers Chain Profiling and Invoicing.
-End to end Managing for Sales Financial Cycle (PO, Invoicing and collection).
-End to End Responsible for all administrative work and Operational Activities Management.
-Organizing company events and attending events such as conferences, seminars, Workshops, receptions and exhibitions.
-Responsible for pre-selection evaluation for purchasing proposals.
-Regular Supervision of the Project Website.
-Managing Management & Employees Traveling & Visa Process and any related Logistics.
-Writing Financial/accounting reports for senior management and delivering presentations.
-Managing the production of promotional materials, including posters, flyers, newsletters and e-newsletters, Business Cards and DVDs
-Responsible on the financial of several projects.
-Resolving conflicts and negotiating with others, and handling complaints.
-Answering inquiries (email & phone).
-Managing filing systems.
•Deal directly with customers either by telephone, electronically or face to face .
•Respond promptly to customer inquiries.
•Handle and resolve customer complaints.
•Understanding customer needs & identifying their problems.
•Obtain and evaluate all relevant information to handle inquiries and complaints.
•Follow ups with customers to insure customer satisfaction self correspond.
•Record details of inquiries, comments and complaints.
•Customer complaint reporting to UK online.
•Assist in database management.
•Process orders, forms, applications and requests.
•Communicate and coordinate with internal departments.
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