office Manager

Project Administrator / Office Manager

Location: Cairo Office

Reports to: Founder & Managing Director

I. Summary & Role Overview

We’re looking for a Project Administrator / Office Manager to become the operational backbone of Concept Studio.

This role is central to ensuring the smooth flow of financial processes, documentation, and communication between the Founder, the Technical Office Engineer (WFH), and Site Teams.

Your mission: to keep our operations structured, projects running seamlessly, and cash flow stable — enabling the team to focus on delivering quality work.

II. Key Responsibilities

This position blends three core functions: Financial Administration, Project Documentation, and Office Management, supporting a lean and efficient organizational structure.

A. Financial & Cash Flow Administration (Top Priority)

Manage the full Accounts Receivable cycle: prepare, submit, and track client progress payment applications (B2C & B2B).

Drive collections with structured follow-up to minimize delays and maintain healthy cash flow.

Support Accounts Payable & Procurement: issue POs, track payments, and prepare weekly payment schedules for Founder approval.

Maintain and update the Master Cash Flow Tracking Sheet (AR/AP) and organize financial records for the accountant.

Oversee petty cash for site engineers and foremen, ensuring accurate reconciliation and reporting.

B. Project Documentation & Technical Support

Establish and maintain a standardized digital and physical filing system for contracts, permits, drawings, submittals, and financial records.

Act as the administrative liaison for the WFH Technical Engineer — handle printing, labeling, and submitting approved technical drawings, BOQs, and specifications.

Prepare and track submittals and RFIs, ensuring smooth communication between technical and site teams.

Coordinate logistics and assist with supplier and delivery tracking to support on-site operations.

C. Office & Administrative Management

Serve as the first point of contact for calls, emails, and general inquiries, ensuring messages reach the right team members.

Develop and document Standard Operating Procedures (SOPs) for recurring tasks to streamline workflows.

Oversee daily office operations to maintain a clean, organized, and professional workspace ready for client and supplier visits.

III. Candidate Profile

Experience & Knowledge

3–5 years in an administrative, coordinator, or office management role within Construction, Contracting, or Engineering.

Direct experience supporting technical or site engineering teams.

Strong background in financial administration (invoicing, AR/AP, payment tracking).

Skills & Competencies

Skill Requirement Why It Matters

Financial Literacy Advanced Excel skills (formulas, data sorting, financial tracking) Critical for cash flow and AR/AP tracking

Organization Proven ability in document control and filing systems Ensures structured, reliable data management

Communication Excellent Arabic & English, written and verbal Essential for professional client and supplier interaction

Behavioral Fit Detail-oriented, proactive, strong follow-up Thrives in a lean, fast-paced environment