OFFICE MANAGEMENT RESPONSIBILTIES:

Main Secretary responsible for daily Receiving & Distribution of ALL incoming documents. File / Update / Maintain all the documents in an organized manner and controlling them by a checklist to prevent losing any papers.

Maintain Files for:

• All Project Contracts
• All Project Subcontracts
• Incoming / outgoing letters
• Internal & External Contact Information
• Coordinate External Contact Info with Supplier/Sub database
• Find out Office Priorities from Management
• Coordinating and ensuring Management Office maintenance and general up-keep (cleanliness, etc.)
• Coordinate with Office Secretaries for work between departments
• Coordinate with Alexandria Office for work between departments
• In charge of ordering Monthly Office Supplies
• In charge of collecting and distributing internal weekly / monthly reports
• Assisting Management Office with any needs to expedite work efficiently

GENERAL RESPONSIBILITIES:

• Informing HR/Admin. Manager for necessary maintenance for any machine in the management office
• It is the responsibility of the HR/Admin Department to contact the Maintenance Service and schedule the appointment
• Ensure entire office handles machines with care
• Sign the Photocopier Test Sheet after successful testing by Maintenance representative
• Informing HR/Admin Department through standard company form / email, for need of company driver to deliver or pick-up any management needs
• Any Project Owner/Consultant needs
• Incoming telephone calls to be distributed firstly to intended person – if not available. then will forward or leave message to relevant Department Secretary
• In case of short notice absence – will notify direct manager + HR/Admin Manager
• If all other Secretaries are absent, she will coordinate main telephone incoming/outgoing
• Will coordinate office driver logistics.
• Please note this position is a one year fixed term contract.