Office Manager
Al-Safwa Food Co.
Total years of experience :7 years, 4 Months
Office Manager
Responsibilities:
- Under general direction of the General Manager carry out significant functions in the Head Office Department, in processing all of transactions required by the designated area thru meeting deadlines and ensuring that a systematized calendar of activities and Filling system is in place to ensure the smooth running of the office.
- Assist the GM on his day to day task by completing all of the administration works required.
- Prepare necessary reports/case study as maybe required by the GM.
- Communicate and assist with guests of the GM.
- Process the Business Trip and vacation of the GM, OM, SCLM and all head office team.
- Summarize GM’s Travel Expenses to be submitted to Finance Department for reimbursement.
- Set up appointments, conferences, meetings, or calls that relates directly to all Head Office Departments.
- Maintain the office calendar by updating the daily activities for all departments.
- Maintain and upkeep all confidential files.
- Maintain all branches files by ensuring complete documentation from the first day of the project up to its present status
- Follow up of pending related issues with regards to New Branch Opening.
- Coordinates Budget request for the On-going projects with Finance Manager.
- Assist HRD to complete all communications with Government Agencies as maybe required.
- Filling, monitoring, safe keeping of all Store licenses, Rental Contracts, Office Keys and all vehicle documents.
- Safe Keep all Maintenance contract of branches and process renewal as required.
- Ensures that all documents to be received from the concerned Department are precise and complete.
- Maintain and communicate with insurance company for any related request and concerns.
- Update Payment calendar for all related rentals.
- Create Memorandum and executive letters as required by the GM.
- Coordinate Payment Request for all ongoing projects with Finance Department to execute payment.
- Supervisory Responsibilities:
- Assign and regulate clerical and secretarial functions that I delegate.
- Responsibilities among the staff support team and ensure that no staff member is overloaded with work. If that is the case, either reshuffle the responsibilities of the various staff support team members or else asked the approval of the GM to recruit new staff.
- To see that the support staff team members in the office are working properly.
- Recruitment and Training:
- When there is a need for more staff, my responsibility to train and orient the new
employees about the office policies, procedures and equipment and devise training programs for the employees and make arrangements for such sessions to be conducted.
- Maintain Office Records:
- Design filing systems and ensures that these systems are up to date.
- lay down the procedures for maintaining records.
- Maintain the office budget and records all expenses.
- Ensure that personnel files are up to date and secure, and that transfer and disposal of records as per the retention schedules and policies are carried out effectively.
• Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.
• Reports to the General Manager and is responsible for providing office management services .This includes maintaining office services and efficiency, supervising office staff and maintaining office records.
• Perform the front line presenting a professional image to the public, scheduling appointments, answering inquiries, typing memos and other correspondence, creating and maintaining databases and compiling various reports.
• Managing financial records, paying bills, disbursing petty cash and keeping receipts, reimbursing employees, keeping payroll records up to date, and managing employee benefits packages.
• Maintain office records, design filing systems, ensure filing systems are maintained and up to date, define procedures for record retention, ensure protection and security of files and records, ensure effective transfer o files and records, transfer and dispose records according to retention schedules and policies and ensure personnel files are up to date and secure.
• Plan and implement office systems, layout and equipment procurement, maintain and replenish inventory, check stock to determine inventory levels, anticipate needed supplies, verify receipt of supply.
• Assign and monitor clerical and secretarial functions, provide on the job and other training opportunities and orient and train employees.
• Receive in coming phone calls, and set up timetables for correspondence and monitoring, reviewing and approving applications for insurance, and coordination with other agencies, organizations and insurance companies to provide insurance offers to the applicants and follow-up issuing policies, according to the schedule.
• Sort and distribute mail daily and assure that oral communication (both in person and by phone) is relayed to appropriate staff person.
• Assists Executives in communication activities including but not limited to meeting set-up and all other activities. Work as a team member to maintain and keep current the area's central files.
• Making plans and preparation of meetings, conferences and conference telephone calls.
• Oversee daily and weekly maintenance of office machines. Assure follow through on maintenance agreements or contracts.
• Primary liaison with the landlord and other service providers (internet, phone, car service, etc.).
• Maintain computer and internet system. Maintain an adequate inventory of office supplies. Monitor the use of supplies and equipment. Coordinate the repair and maintenance of office equipment.
• Perform other related duties as required.
Administrative Assistant - Call Center Agent - Team Leader - Auditor Supervisor
Responsibilities:
Administrative Assistant:
• Responsible for managing & controlling all the office administrative affairs.
• Functions as a liaison between Alex branch and other branches as well as headquarter.
• Perform all the purchasing activities for the branch (stationery, Buffet & cleaning stuff & all other emerged requirements).
• Responsible for storing & redistributing purchased items to the branch departments & Prepare a monthly petty cash statement attached with the invoices collected.
• Act as store keeper for the processes of (Smart Supply Card Project), & perform all the storing
Procedures (examination, testing, reception, premises for admission, and premises for delivery)
• Maintain all the store items balances at safety level.
• Scheduling appointments, preparing correspondence, receive and respond to them, attend public meetings and record the minutes of the meetings and follow up the implementation of recommendations and tasks for all the branch’s departments.
Call Center Agent:
• Apply the proper telephone etiquette to satisfy various customer situations.
• Apply appropriate actions to effectively control a telephone call.
• Identify voice skills and how to enhance a good telephone presentation.
•Effectively deal with job stress, angry callers, and upset customers.
• Responsible for Customer satisfaction in accordance with professional standards and the company’s policies and maintain a good image of the company.
Team Leader:
• Managed a team of a data entry, reviewing, modifying data, & uploading citizen data on the program of supply manager (Program of supply smart cards).
• Participating in a team, responsible for supply offices affairs’, starts from the citizen smart cards, grocer smart cards, and ending with making the reconciliation at the end of each month identifying the emerged problems.
• supervising the post offices team underlying our procedures, in acting as customer service point to be directly contacted with citizen & reporting to us.
Auditor Supervisor:
• Collect and analyze data to detect deficient controls, non-compliance with my Co. procedures, regulations, and management policies.
• Report to management about audit results, and recommend changes in operations and other activities.
• Prepare detailed reports on audit findings.
• Examine and evaluate working on the Project’s programs, recommending controls to ensure system reliability and data integrity.
• Supervise auditing of the affiliate organizations (Post Offices - Supply Offices) in order to determine the required adjustments.
• Examine inventory to verify entries.
• Examine the records and staff inputs to ensure the transactions are made according to the official documents received and approved by the Supply Office.
• Conduct audits in the final stage before the printing process to avoid printing the cards with improper data or duplicate of already existed cards.
Responsibilities:
Customer Service:
• Responsible for ensuring that the company’s customers receive an adequate level of service or help with their questions and concerns.
• Serve as a direct point of contact for customers.
• Interact with customers to provide information in response to inquiries about the company's services and to handle and resolve complaints.
• communicate with customers through a variety of means—in person; by telephone, e-mail or regular mail correspondence, or fax; or even over the Internet.
• Develop rapport with the customer base, greet by name, have knowledge of account ownership, being responsive and timely with correspondence and problem resolution, and display a caring attitude.
• Follow the Code of Business Conduct and Ethics and other related policies, maintaining ethical behavior at all times.
• Give appropriate and relevant information to the customers.
Executive Secretary:
• Functions as the office manager.
• Responsible for the day-to-day operations of the company branch.
• provides full Headquarters support.
• Handles unusual problems under difficult circumstances in what is sometimes an unsettled environment.
Responsibilities:
• Responsible for managing, organizing, scheduling and maintaining information for a company's workers.
• Attend meetings in order to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Coordinate and direct office services, such as records and budget preparation, and personnel, in order to aid executives.
• Greet visitors and determine whether they should be given access to specific individuals.
• Make travel arrangements for executives.
• Manage and maintain executives' schedules.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Using photocopiers, fax machines, typewriters and personal computers, to create spreadsheets, compose email, manage databases, maintain paper and electronic files, create filing rules and maintain files.
- BBSA (Basic Business Skills Acquisition) Berlitz Center - MCSD (Microsoft Certified Software Developer).
