Maintain front desk procedures including answering and directing phone calls, updating contact information, giving directions and frequently requested company information.
Keep visitor records.
Coordinate the booking schedule for meeting rooms by following up on reservations and providing the necessary tools for meetings if requested to prevent any duplications in the booking.
Follow-up and assure the availability of office supplies and hygiene tools
Contacting suppliers of office supply and hygiene tools for quotations and orders.
Submit orders for office supplies of stationery, cleaning materials and kitchen needs by following up on the quantities and submitting purchase orders upon the approvals.
Supervising the mobilization of job application forms from visitors by providing employment application forms and ensuring that the necessary identification papers are attached before they are delivered to the Human Resources Department in order to archive the application and Coordinate with candidates for interviews
Supervising the cleanliness of the company from its offices, meeting rooms and facilities by coordinating with cleaning workers to maintain the form and quality of the company for its users and visitors in accordance with the companys health and safety policy.
Permanent presence to receive visitors of the company professionally by welcoming them and connecting them to the concerned authority without delay and coordinating with the administrative officer in finding the alternative when absent.
Entering data and printing letters and forms
Organize and maintain an accurate and up-to-date record of documents and verification in compliance with the administrative and financial policies and procedures, including expense reimbursements and attendance reports:
?Employee Data Base?Employees Vehicle (Rental and Personal)?Vehicle-related expenses?Vacation Schedule of Employees?Employees? Monthly Attendance
Prepare and modify documents including correspondence, reports, drafts, memos, and e-mails as required
Receive and distribute outgoing and incoming mail by coordinating with reporters as well as shipping companies within the companys budget to ensure that the work is going on in an orderly and rapid manner.
Flight and Hotel Booking for Employees? Business Travel and Flight Booking for Employees? annual flight tickets and leavers.
Organize and maintain an accurate and up-to-date record of documents and verification in compliance with the administrative and financial policies and procedures, including expense reimbursements.
Provide general support to the Executive Director and Managers.
Assist in resolving any administrative problems.
Monthly Customers? SOA (printing, stamping and recording the prepared SOA?s from Finance Department / Updating the status of the signed / unsigned SOA?s)
Sending the TAR (Trade Accounts Receivables) for Manager?s signature, recording and sending the signed TAR to the responsible SE;
