Secretary
Full time
at Iceberg Group in
Cairo, Egypt
Job highlights
Posted on December 4, 2016Job 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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