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Secretary
at Iceberg Group in Egypt - Cairo

Secretary at Iceberg Group in Cairo

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Posted on December 4, 2016

Job details

Job Description


We are looking for an Office manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Office manager responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office manager or Office administrator would be an advantage. A successful Office manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.


Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.


Responsibilities


Office Manager Responsibilities


Serve as the point person for office manager duties including:

Maintenance

Mailing

Supplies

Equipment

Bills

Errands

Shopping

Schedule meetings and appointments

Ensure that all items are invoiced and paid on time

Manage office G&A budget, ensure accurate and timely reporting

Provide general support to visitors

Assist in the onboarding process for new hires

Address employees queries regarding office management issues ( stationery, Hardware and travel arrangements)

Liaise with facility management vendors, including cleaning, catering and security services

Plan in-house or off-site activities, like parties, celebrations and conferences


Skills


Proven experience as an Office manager, Front office manager or Administrative assistant

Knowledge of office administrator responsibilities, systems and procedures

Proficiency in MS Office (MS Excel and MS Outlook, in particular)

Hands on experience with office machines ( fax machines and printers)

Familiarity with email scheduling tools, like Email Scheduler and Boomerang

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills in a fast-paced environment

A creative mind with an ability to suggest improvements

High School degree; additional qualification as an Administrative assistant or Secretary will be a plus





Job Description


o Organizing meetings

o Arranging appointments

o Booking transport and accommodation

o Ordering stationery and furniture

o Dealing with correspondence, complaints and queries

o Preparing letters, presentations and reports

o Supervising and monitoring the work of secretarial, clerical and administrative staff

o Managing office budgets

o Liaising with staff, suppliers and clients

o Implementing and maintaining procedures/office administrative systems

o Delegating tasks to junior employees

o Organizing induction programmers for new employees

o Ensuring that health and safety policies are up to date

o Handling staff recruitment and appraisals

o Attending meetings with senior management

o Keeping personnel records

o Using a range of software packages


Skills


o Education: university degree

o English: excellent 

o Microsoft office: excellent 

o Experience: 0 -  years

o Edge: less 25 years



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