Admin. Manager
El-Safwa Construction Co.
Total years of experience :29 years, 5 Months
(1) Handling all administrative tasks of the company's head office and work sites.
(2) Amend the employees contract and create the procedures for some internal policies and its models.
Distribution & Collection Tasks :
(1) Dealing and supervising all tasks of the distribution and collection department (delegates - area tables - cars and drivers).
(2) Modify distribution lines to be more efficient, and create new ways to do the required tasks better.
(3) Establish a small CRM department to follow up and monitor the work of sales, delegates and customer complaints and do best to resolve it.
(4) Preparing and presenting an idea of a program to control the goods from its exit from the store until reaching to the customer, and linking it to the accounting program to follow-up & control collection. (The idea referred to is ready for perusal).
(5) Create new ways to communicate with delegates while working abroad using WhatsApp groups.
(6) Follow up the errands and itineraries of all delegates throughout the day.
(7) Make a modification of documentary cycles for receipt from stores and returns.
(8) Submit proposals to get rid of stagnant and bad goods in stores to achieve the greatest benefit from their disabled cash value.
Admin. Tasks :
(1) Handling all administrative tasks entrusted to me.
(2) Making maintenance contracts for various systems (air conditioning - electricity and generators - plumbing - central … etc.).
(3) Establishing a small warehouse for administrative stuff and making a documentary cycle for receipt and disbursement such as (office supplies, construction needs & accessories - and others things).
(4) Sort the bad accessories and admin. residues from administrative offices like (computers and its supplies - internet network supplies - wood - iron - furniture ..... etc.), and then provide a detailed report of how to dispose of them to catch the benefit from its value.
(5) Supervising the work of new construction or renovations of buildings and following them up until completion.
(6) Implementing, following up and supervising any work or tasks entrusted to me from the Board of Directors.
(1) Dealing with all administrative tasks of the company's head office.
(2) Create a new method to follow up the admin. works of all sites.
(3) Insert a new HR software program to do all functions of personnel specially calculating salaries.
(1) Follow up implementation of the instructions of the Board of Directors in the projects related to the new branches and their conformity with the timetables for implementation.
(2) Establishment of an administrative instructions & decisions register and follow-up implementation of each.
(3) Develop policies and procedures for (stores - transport - sales) sectors as well as forms used in each.
(4) Assist in developing organizational structure, work strategies and employee handbook to ensure its compliance with business strategy and goals.
(5) Updating and developing the work strategy of departments, and updating the job descriptions of all jobs to ensure their validity and conformity with what the employee actually performs.
(6) Provide support to managers to develop KPIs for both departments and employees to support the organizational growth of the company and effectiveness in business performance.
(7) Create a draft for a semi-annual inventory in an organized method and submit a final report showing the steps of implementation and the balance of all items. Also, the amount of deviation and its causes.
(8) Providing innovative and new ideas for creating, developing or changing a particular procedure or situation in certain sectors (including implementation steps and models used). (The idea referred to is ready for perusal).
(9) Providing innovative marketing and advertising ideas aimed at increasing and stimulating sales (including the tools used and the initial cost of implementation). (The idea referred to is ready for perusal).
(1) Control the maintenance of various systems (AC power - air-condition system generators - sound and surveillance cameras systems - fire alarm and fire resistance systems - security & neatness systems). Also make periodic maintenance contracts for each of them.
(2) Establish a store for administrative stuff and its procedures for receiving & discharging items such as (Office tools & supplies-computers, printers and accessories - etc.).
(3) Supervise the overall shape of sales team and resolve any problems with customers.
(4) Supervising the security sector and developing a security plan to secure the headquarter, showroom and warehouses in full, determining the tasks of security personnel and handing over shifts between them.
(5) Audit the logs of entry and exit gates for the staff and technicians.
(6) Review and supervise the work of the external security company to secure the place all day and night.
(7) Give a training to administrative staff to do their work correctly and fast.
(8) Provide the Management with regular reports for the following-up objects given by them.
Admin. & HR Tasks:
(1) Carrying out the work of administrative affairs in full for all companies group.
(2) Carrying out the tasks of the HR officer (appointing the required employees - reviewing attendance and departure - preparing salaries - ..etc.).
(2) Setting the internal policy and organizational structure of the company as well as the job descriptions of all employees.
(4) Preparing a development plan for all departments of the company and submitting it to BOD and conducting a discussion session to clarify the details of the plan and the stages of its implementation. (The file referred to is ready for perusal).
Call Center Tasks:
(1) Creating a plan for developing the work (computerize all activities - create data base - following up delivery of products sold through the call center.
(2) Preparing an interactive PDF file for all products including (product name in Arabic and English, product idea, product category, product packages, how to use the product correctly... etc.) (The file referred to is ready for perusal).
(3) Provide some marketing ideas for some products to increase sales.
(4) Develop an evaluation system for call center employees - with the aim of selecting the best items.
(5) Preparing a plan to develop the call center by introduce an integrated computer communication program for sales representatives to achieve the maximum benefit from their work, follow up customer requests and build a strong database.
(1) Supervising all secretarial work (keeping and organizing files - dealing with incoming and outgoing correspondence and following up on directing it to the various departments).
(2) Follow up the process of attendance and departure of the company's employees and prepare the pre-statement of salaries.
(3) Preparing for meetings and conferences held inside and outside the company and following up its activities until end to be satisfied for the clients and of course for us.
(4) Follow up the implementation of the company's work & projects and coordinate between the various departments to ensure the quality of implementation.
(5) Presenting concepts and proposals to BOD for topics that need to be changed or developed.
(6) Develop the executive plan and programs for administrative affairs in accordance with the achievement of the company's objectives.
(7) Preparing and submitting all reports and memoranda for specific works or topics.
(8) Prepare a proposal for the event. (The file referred to is ready for perusal).
Additional Job : E-marketing officer and supervisor of the company's website
(1) Managing the company's website (content - continuous updating - development and linking to related sites, customers or social networks ... etc.).
(2) Leading, coordinating and following up the work of the e-marketing team.
(3) Receive daily reports from team members to evaluate their performance plus provide assistance and advice.
(1) Follow up and supervise the factory's security and guarding duties (gates/fences/stores/ administrative area): -
\[a\] Follow up with security personnel through the security supervisor.
\[b\] Identify the guarding and security points of individuals and their respective tasks.
\[c\] Access night services to make sure they are vigilant and carry out custodial duties.
\[d\] Review the registration books on the entrance and exit gates of the factory (materials/complete production/employees/vehicles/technicians), to ensure that they are recorded on a regular basis in the books allocated thereto, and signed by me.
(2) Provide all administrative materials and supplies (with the assistance of the Procurement Department), and establish a store for them to rule on the incoming and outgoing, plus ensure their availability when requested: -
\[a\] Office stuff used by employees in their work (office tools/photo paper/ inks for printers and copiers/... etc.).
\[b\] Hygiene materials and tools to ensure proper and complete hygiene.
\[c\] Warehouse stuff and work tools (bags/straps/stickers.... etc.).
(3) Completion of the firefighting works (F.F. network) for the rest of the factory, then testing and operating it, as well as ground extinguishers according to its type and location, plus creating a checklist statement to check it regularly.
(4) Organizing maintenance work for the various systems: -
\[a\] Conducting and following up periodic maintenance contracts for (air conditioning/ surveillance cameras/ phones) systems.
\[b\] Establish a maintenance department for systems (lighting and generators/ plumbing/clack and vehicles), plus appoint technicians for these works, and follow up their work.
(5) Supervise the construction and maintenance of the buildings carried out within the factory from the beginning until it is handed over to the factory manager.
(6) Follow up on the daily work of the administrative affairs:
\[a\] Cleaning works for the factory (production wards), warehouses, administrative area and main streets.
\[b\] Buffet work, beverages and tools used.
\[c\] Landscape and garden works inside and outside the factory.
\[d\] Review the reception hall and offices to ensure the availability and safety of all capabilities necessary for the work of employees.
\[e\] Review the various systems and ensure that it is operational (lighting & electricity/air conditioning).
\[f\] Review the gates and security personnel to ensure that all things are stable (using WT device).
(7) Follow-up the administrative work team (individuals and supervisors): -
\[a\] Keep up to date with the problems of daily work and solve them.
\[b\] Give appropriate guidance to individuals to do their jobs properly and correctly.
\[c\] Organizing work between individuals to perform tasks, especially in the case of leaves and absences, to ensure that the required tasks are performed regularly without delay or disruption.
\[d\] Holding meetings and give training (when needed) to individuals and supervisors to keep them engaged.
\[e\] Hold periodic meetings with the factory manager, warehouse manager and production manager to discuss all matters related to administrative work and what is required therein.
(8) Submit a proposal (and implement it) regarding the inventory of production waste and its disposal by sale and the allocation of the sale proceeds to spend on the needs of the factory of tools and raw materials necessary for the work of administrative affairs and maintenance work for equipment used in stores.
(9) Prepare an estimate budget for the expenses of the admin. dep. in co-operation with the financial manager, planning manager and factory manager for the next 6 months.
(1) Supervise all secretarial work.
(2) Developing the system of administrative work and correspondence (incoming and outgoing letters and faxes) by inventing an archiving system by subject, and making manual and computer registration for matching.
(3) Developing data transfer between departments in Egypt and the head office in Kuwait.
(4) Provide suggestions to end any obstacles and solve problems facing the workflow.
(5) Monitoring the usage and maintenance of devices and systems at the company's headquarter.
(6) Fully responsible for equipping and qualifying the services of the company's headquarter and the amendments requested.
(7) Prepare and submit all reports and summaries of any topics required from BD in addition to periodic reports for the follow-up topics assigned by them.
(8) Perform some other work that is related to the tasks of my job.
(1) Follow up the procurement tasks for production materials & supplies (plastic materials / hoses extension and tying supplies / straps / stickers ... etc.).
(2) Follow up the tasks of the warehouses (items incoming, outgoing & returning and approve the receipt, plus return permits from the production departments or customers.
(3) Follow up the production departments, review the quantities of the complete product (irrigation hoses) in different sizes, and ensure the availability of materials and the regularity of electricity necessary for operation and lighting.
(4) Monitor the attendance and departure of employees and workers and ensure that everyone is present during working hours.
(5) Follow up the Sales Department:
\[a\] Review customer orders, items therein, quantities and timing of supply.
\[b\] Review the loading of vehicles destined to customers and ensure the quantities and sizes of items ordered.
\[c\] Review the sale invoices of customers and ensure it is matching with sales orders.
(6) Follow up on the administrative affairs work:
\[a\] Provide the office supplies necessary for the work of employees in the administrative offices.
\[b\] Cleaning works for the factory, administrative offices and warehouses.
\[c\] Landscape and garden works inside and outside the factory.
\[d\] Buffet works and beverages served and quality.
\[e\] Factory gates and movement recording for entering and exiting the factory.
\[f\] Security and guarding work for the entire plant, through the follow-up of security individuals.
\[g\] Assembling and quantifying production waste (fracturing plastic) and converting it back into a raw material used to manufacture hoses.
(7) Prepare a daily report on the work for the entire factory (all departments) and submit it to the GM and BD.
(1) Oversee the process of receiving vegetables and fruits from the Company’s farm.
(2) Receiving supply orders from customers (supermarket - hospitals - hotels - Nile cruises) and calculate the total required quantities for all items.
(3) Oversight and quality control in all production lines.
(4) Develop the production system by creating new tools of implementation, easier and more quality.
(5) Innovating new items to be added to company's productions list.
(6) Creating a new plan for increasing sales and get more clients inside and outside Egypt.
(7) Presenting suggests and recommendations for work developing and facing problems according to market status.
(8) Preparing daily and weekly reports about all departments and present it to General Manager.
Responsible for : (1) Following up the 3 points in the first job. (2) Preparing reports (daily & weekly) to present it to dep.'s manager. (3) Holding a meeting every 15 days between import, sales & store departments to discuss common points & problems. (4) Taking part in inventory procedures for stores and sales branches.
(1) Patients reception and setting a date & time for them.
(2) Creating an idea for a program to help in recording patients' information in an organized way to be a kernel for completed database.
(3) Writing reports for patients’ radiographs.
(4) Organizing the working agenda (daily & weekly) for the manager of center.
(5) Developing centers' printed materials (head letter - envelops - flyers - brochures).
Responsible for : (1) Following up incoming shipments from the first step till its entering our warehouse. (2) Writing mutual letters between the company and the exporters. (3) Reviewing all conditions of L/C to ensure of applying all terms of the contract. (4) Following up clearance for all shipments from the custom till reach to the store.