Office manger
MAG Group
مجموع سنوات الخبرة :12 years, 7 أشهر
Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Maintains office staff by recruiting, selecting, orienting, and training employees.
Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
Contributes to team effort by accomplishing related results as needed.
To provide a comprehensive secretarial and administration service to the Chief Executive across the range of this work.
To develop, maintain and review administration systems to achieve maximum efficiency.
To maintain and organize the Chief Executive’s diary, filing system and all other relevant areas as necessary.
To support the Chief Executive in her projects, proposals, bids, etc. through research, consultation, team-management
To draft speeches, articles, briefings, and project proposals as requested by the CEO
To professionally represent the organization at sector networking events
To facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also by arranging refreshments, seating and taking minutes if required to do so.
To co-ordinate staff/Board residential and meetings
To respond to Board member and other stakeholder queries in a timely and professional manner, both orally and in writing.
To co-ordinate all senior management and Board member travel arrangements
To compile Board papers and ensure they are sent in good time for meetings. To circulate reports, minutes and agendas for Board and Sub-committee meetings. To liaise with the Chairman and other Board Members on various matters as required.
To be responsible for receiving enquiries and providing an effective referral service to service users.
To maintain the complaints file and ensure all complaints are responded to within target timescales.
To ensure the effective management and update of all relevant databases.
To liaise positively and professionally with colleagues and visitors;
Commit to working proactively to support both the team and project output;
To be amiable, professional and approachable at all times.
Any other duties commensurate with the accountabilities of the post.
Receives and registers Client provided document for detail engineering or construction engineering project, including in-house generated document.
Receives and registers Client provided document for detail engineering or construction engineering project, including in-house generated document.
Controls issuance of document numbers, including maintenance of proper document registers for detail engineering or construction engineering project.
Maintains specifically assigned project database/s.
Ensures proper document classification, sorting, filing and proper archiving.
Reviews completeness of documentation and prepares document transmittals.
Prepares and maintains AFC and As-built Photostat books for detail engineering or construction engineering project, either for in-house use or for onward transmittal to Client during project closeout.
Performs document quality check in accordance to Company engineering document control procedures.
Performs file backup to ensure proper storage and archiving of electronic registers.
Prepares engineering project reports, as may be required.
Analyzing and organizing clerical support activities to suit the company’s requirement.
Collecting, compiling, evaluating and reports department-specific program & administrative information.
Reviewing expenditure/revenue, formulating routine budget, conducting program/accounting audit research.
Involved in space planning, personnel, staff utilization, contract administration and office computerization.
Responsible for compiling budget data from financial records, preparing claims and maintaining records of budget transfers.
Responsible for the proof reading and finalizing of documents such as presentations, proposals.
Assisting Executives as well as client team in copying of documents on required basis, and assisting clients in database management and marketing assistance.
Building and maintaining good working relationships with Executives clients and their assistants.
o Serves as relationship between the executive and the public, other employees, private and public agencies; receives public requests and complaints, secures information or action from appropriate departments, and takes appropriate action; explains Company policies, procedures and services to the public, businesses and the media.
o Plans and organizes clerical support activities; establishes procedures, practices, and work methods to increase work unit effectiveness and efficiency; coordinates work performed in support of one or more functional units by providing central authority, disseminating information, determining assignment of functional responsibility, and supervising staff
o Performs administrative duties including supervising staff and maintaining files and records, managing the executive's appointment and speaking calendar, and assisting with meeting
o Collects, compiles, evaluates, and reports department-specific program or administrative information; oversees quality control of database or spreadsheet information; conducts expenditure/revenue review; prepares routine budget; performs program/accounting audit research; completes assignments in space planning, personnel, staff utilization, contract administration, and office computerization
