Chairman Office Manager & HR.
Cubic Information Systems
Total years of experience :13 years, 3 Months
Full responsibility for establishing and managing the office.
- Oversee all aspects of office management including building maintenance, security
system.
- Overseeing general office operations & procedures.
- Coordinating between all departments to stay current on all updates and changes.
- Coordinating appointments and meetings and managing Managers calendars and
schedules.
- Coordinating domestic and international travel, including flight, hotel, and car rental
reservations.
- Maintain office budget, manage & review contract provisions and price negotiations with
office vendors, service providers.
- Maintaining department distribution lists, adding and removing employees when needed.
- Follow up company's financial status.
- Reinforce financial data confidentiality.
- Purchase office supplies, equipment, Furniture & kitchen supplies maintaining proper
stock levels.
- Manage relationships with vendors and service providers ensuring that all items are
invoiced and paid on time.
- Provide employees with guidance in handling difficult or complex problems or in
resolving escalated complaints.
- Meet, Greet Visitors & provide general support.
- Orchestrate company special events.
- Handle confidential documents ensuring they remain secure.
- Maintaining department distribution lists, adding and removing employees when needed.
- Performed HR related duties and maintained HR forms.
- Keeping personnel records up to date, keeping employee’s files, and Benefits
administration.
- Maintain office policies as necessary.
- Prepare and maintain employee salaries, Transfer salaries to company’s bank account.
- Coordinate with IT department on all office equipment.
- Supervising office services team.
- Ensure filing systems are maintained and up to date.
Develop a pool of qualified candidates in advance of need.
- Advertising jobs on careers pages, job boards, and social media.
- Collaborates with the hiring manager and/or other human resource staff during the offer
process, identifying and recommending salary ranges, incentives, start dates, and other
pertinent details.
- Screen applicants to evaluate if they meet the position requirements.
- Performing in-person and phone interviews with candidates.
- Following up on the interview process status.
- Send job offer emails.
- Collaborate with managers to identify future hiring needs.
- Coordinating interviews with the hiring managers.
- Performing general secretarial duties.
- Set up and maintain filing systems.
- Arrange meeting facilities.
- Receiving all kind of reports from all department and share it with the CEO.
- Arrange essential mail in priority action order for CEO.
- Receiving visitors and making appointment.
- Handling travel itineraries (Visa, Passports, Booking, …etc)
- Prepare and maintain the office expenses.
- Maintains office efficiency by planning and implementing office systems layouts, and equipment procurement.
- Writing Minutes of meeting and follow up the results of the points of meeting.
- Coordinate with IT department on all office equipment.
- Manage contract and price negotiations with office vendors, service providers.
- Assist in the onboarding process for new hires.
- Maintains office staff by recruiting and selecting employees.
- Review all applications, reading carefully and evaluating presented qualifications.
- Contact applicants with the highest potential to schedule in-person interviews.
- Contact new recruits and guide them through the required paperwork.
- Maintains employee's records.
- Prepare and manage correspondence, reports and documents.
- Handling incoming mails.
- Set up and maintain filing systems.
- Arrange meeting facilities.
- Handling travel itineraries (Visa, Passports, Booking, …etc)
- Prepare and maintain the office expenses.
- Handling financial issues.
- Prepare time sheets.
- Performing general secretarial duties.
- Receiving visitors and making appointments.
- Writing Minutes of meeting and distribute it to all meeting attendees.
- Handling all MD calls and correspondences during his trips abroad.
- Assure discreet handling of all business.
- Receiving all kind of reports from construction side engineers and share it with the MD.
E-business Responsibilities:
- Coordinates and negotiates with other departments to implement marketing initiatives.
- Typically reports to the head of department.
- Update the stock & prices on the websites
- Update product description
- Upload the new products on the websites
- Handling websites orders with the operation
- Follow up with websites feedback
- Handling all details during the promotion period
Hotel Responsibilities:
- Present company products
- Send quotations to the clients
- Follow up hotel’s orders
- Handle hotel’s orders with operation
- Follow-up the orders deliveries in the confirmed dates.
- Follow up the hotel feedback
- Follow-up the orders deliveries in the confirmed dates.
- Follow-up daily with the factory.
- Handle orders, complains and other inquires.
- Send the quotations to customers.
- Maintain the daily and monthly reports
- Review and edit reports to the board
- Assist in assimilating information into different reporting formats
- Analyze sales reports
- Organizing sales data and records
- Provides clerical support to the sales lead team.
- Assist in the new product coding and add them on system.
- Coordinate work flow.
- Keep projects on schedule
- Arrange essential mail in priority action order for boss
- Check deadlines on incoming requests and put preliminary work in play
- Prepare agenda in advance for meetings
- Arrange meeting facilities
- Assure discreet handling of all business.
- Personal assistant for chairman
- Gearing the administrative functions
- Dealing with correspondence with accuracy and with a keen sense for details
- Open, sort, stamp and distribute incoming correspondence, including faxes and emails.
- Maintaining computer system and confidential records
- Handling travel itineraries (Visa, Passports, Booking, …etc)
- Prepare and maintain the department expenses
- Coordinating and managing multiple priorities and tasks.
- Handle all office logistics, including travel arrangements and hotel reservations for Regional Managers, outside consultants and Clients, also develop detailed itineraries of visits and travel arrangements
- Maintain filling system for all company correspondence, internal and external
- Arranging all meeting, Preparing Meeting agenda.
- Notify participants of meeting dates, times and locations.
- Writing Minutes of meeting and distribute it to all meeting attendees.
- Handel all meeting requirement: food and beverages, projectors, screens, computers, flipchart and photocopier machine.
- Supervise office staff.
- Distribute staff daily tasks.
- Weekly and monthly report for the company achievements.
- Supervise staff business trips.
- Monitor and record long distance phone calls.
- Prepare time sheets.
- Control correspondences.
- Communicate with other agencies and organizations.
- Design filing systems.
- Ensure protection and security of files and records.
- Ensure filing systems are maintained and up to date.
- Responsible for office stationary.
- Gearing the administrative functions.
- Performing general secretarial duties.
- Receiving visitors and making appointments.
- Handling financial issues.
- Responding to customer enquiries and requests for services.
- Handling of all routine back-office functions, such as documentation, telephone answering, regular payments
- Assisting for customer service with desire to ensure customer’s needs were satisfied.
- Coordinating and managing multiple priorities and tasks.