q Meet, greet and guide clients and visitors to the proper meeting room/office demonstrating extra care according to the Guest Handling policies, procedures, and standards.
q Answer telephones and transfer to appropriate staff, as well as making local and international calls upon staff instructions in order to facilitate their work according the Call Handling policies, procedures, and standards.
q Maintain stationary supplies and office equipments and coordinate orders and deliveries.
q Sort and distribute incoming correspondences, including but not limited to: faxes, couriers, and letters.
q Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, preparing and sending official correspondences.
q Develop and maintain tracking sheets and databases of the Inbound/Outbound mails, couriers, correspondence.
q Schedule and coordinate meetings, appointments, conferences, and events pertaining to HR and others as assigned. (campaigns, job fairs, staff meetings, etc)
q Prepare agendas. Document and distribute minutes of meetings to relevant parties.
q Properly communicate internal personal events to staff (wedding invitations, condolences, birthdays …etc) in coordination with HR Department.
q Monitor staff main gates and cafeteria attendance and send daily reports to every team leader in every department.
q Ensure that the policy of manual attendance records is efficiently and accurately implemented at all times.
q Report to HR and Admin Team Leader any non compliance to clock in/out rules and regulations.
q Handle all travel arrangements for staff and executive management. Coordinate with Departments’ Coordinators for proper auditing. Escalate when necessary and report audit findings to Finance Director.
q Follow up with staff to ensure submission of travel forms/receipts/expense sheets. Review, audit, reconcile and report findings to Finance Director.
q Handle mobile bills and their distribution; prepare and send out relevant financial claims/deductions.
q Properly communicate Lunch Menu to Cafeteria and staff, and prepare relevant financial claims/deductions.
q Conduct daily quality and food tasting check on the lunch served for employees. Prepare daily and weekly reports of the quality check findings and give recommendations and send the reports to HR, Admin Team leader and the Caterer. Escalate and take actions when necessary.
q Follow up on Medical Insurance cards issuance and terminations, financial claims, correspondence, forms, queries, etc, and report issues to relevant parties.
q Conduct research, compile data and prepare papers/reports for consideration and presentation to the CEO, President and Board of Directors.
q Create and maintain a register to include: forms, official paper correspondences with client, templates and procedures …etc.
q Ensure professional and welcoming appearance, environment, and convenience of the reception and waiting areas demonstrating extra attention to details and quality matters.
q Be available and flexible for cross departmental short term assignments.