- Organize Meetings, greet clients and visitors who are coming to the office, and ensure they receive a suitable welcome;
- Greet and welcome guests as soon as they arrive at the office
- Direct visitors to the appropriate person and office
- Answer, screen, and forward incoming phone calls
- Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
- Organize, prepare agendas, and take minutes of the meetings to record the taken decisions and follow up their executions;
- Handle incoming, and outgoing calls, correspondence, emails, and all tasks required; - Administrate all the administration tasks including printing, photocopying, filing, and scanning the documents as needed;
- Organize business travel, accommodations, conferences and executive managers onboarding:
- Organize and prepare staff meetings and follow up with the different departments on the requested actions
- Maintain minimum level stationery supplies and coordinate deliveries.
- Keep the minimum stationary level of stuff
- Follow up on office maintenance and contact concerned parties: electrician, carpenter…etc.
- Order and record canteen & cleaning supplies
- Carry out the department's administrative duties to fulfill all employees' needs.
- Follow up on messengers/ drivers’ missions progress
- Follow up with the company's maintenance officer on the maintenance, operation, and repair of all malfunctions within the company, whether it is furniture or office equipment.
- Follow up on the maintenance, operation, and repair of the company's cars with the company's drivers
- Responsible for creating files to save and update all documents and contracts related to the administration department such as (maintenance contracts - car insurance documents - lease contracts - photos of car licenses - .... etc.)
- Any new roles related to the administration department.