Job Description

Administrative /PA/EA/Secretarial

Company

A global multi-disciplinary design and Architecture firm with roots in the UAE

Position: Administrative Manager

Department: Administration & Operations Department

Reports to: Director of Operations

Job Purpose: The Administrative Manager is responsible for keeping the office running smoothly and overseeing administrative support.

Responsibilities:

• Greet / Welcoming Guests
• Answer all incoming calls through the main switchboard
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Ensure cleanliness in the office
• Organize and schedule meetings and appointments
• Enter appropriate courier expenses into time and billing software
• Update phone extension listing, Team Member telephone number & Emergency Contact Listing
• Update new client listing for marketing meetings
• Update database information used for mailings
• Ensuring Health & Safety Policies are up to date
• Enter disbursements (long distance phone calls) into time and billing system
• Assist the organization's HR function by keeping personnel records up to date, interviews, onboarding, etc.
• Prepare legal documents such as Employment Contracts, Letters, etc.
• Company representative: Process and attend all formalities related to visas, lease agreement and license
• Responsible for applying employee medical insurance, medical claims and necessary coordination and follow up with the insurance company
• Assist the team in preparing project proposals for management review and approval
• Petty Cash Management
• Arabic & English Translation (Excel / Word)
• Cheque Collection / Deposit
• Filing of Invoices & Vouchers
• Maintaining & updating statutory documents for inspection & ready reference
• Any other tasks as may be requested

• Should have knowledge of Contact Management systems; Database software; Spreadsheet software and Word Processing software.
• Familiarity with main Egypt laws and legal procedures
• Establishes and maintains effective relations
• Responds to requests for service and assistance
• Prioritizes and plans work activities
• Good computer skills
• Excellent communication, writing and computer skills (MS office programs)
• Ability to perfectly communicate in English, both verbal and written.

• Graduate of any 4-year course
• 5 years' experience in the same field