Office manager

Sherin William Ghaly

El Narges area *th District

New Cairo – Egypt.

Mobile: 010-***-*****

E-mail: ac3kq1@r.postjobfree.com

OBJECTIVE:

As an ambitious, self-motivated and hard working person, I am looking for a career opportunity in a multinational organisation where I can fully demonstrate my skills, abilities and background of experience, I bring energy and enthusiasm to my team and my work, i have a proven track record of working well within a team and utilizing my organizational and interpersonal skills.

WORK EXPERINCE:

* 01/04/2014 – Present: Gleeds Construction Consultancy Egypt Office Administration Manager

Responsibility Included:

Top Management Personal Assistant.

Liaising with colleagues and external contacts to arrange travel, visas and accommodation by getting quotations and get the best rates

Organising and maintaining diaries and making appointments;

Delegating work to staff and managing their workload and output.

Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.

Create log for letters, Purchase orders, staff travel and accommodation.

Ensuring QMS procedures are maintained and followed.

Liaising with staff in other departments and with external contacts.

Prepare letters for the managers & the all department then make sure that the clients receive it

Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.

Dealing with accounts and budgets

Booking rooms and conference facilities.

Anticipate needed supplies such as stationery and office equipment.

Sorting and distributing incoming post, organising and sending outgoing post.

Organising and storing paperwork, documents and computer-based information.

Preparing reports for senior management and proposals

Responding to customer enquiries and complaints.

Maintaining confidentiality of sensitive data.

Designing a filing system and ensuring that these systems are up-to-date.

Responsible for sending posts by courier then be sure by tracking that it had been delivered and create log for it to review the shipments with the courier company’s invoice.

Responsible for organizing any translation needed by me or by professional company

Responsible for using the credit card and inform the accounts with the due dates.

* 20/11/2010 – 31/03/2014: Orascom Construction Industries OCI. Cairo Festival City Project (Personal Assistant for Project Directors) Responsibility Included:

Responsibilities of an assistant project manager include coordinating project materials and research, generating schedules and reports managing minutes from meetings, and updating project information and scheduling.

Establish standards and procedures.

Organising and attending meetings and ensuring the manager is well prepared for meetings.

Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.

Organize office operations and procedures.

Control correspondences.

Design filling systems.

Ensure filing systems are maintained and up to date.

Ensure protection and security of files and records.

Anticipate needed supplies.

Review supply requisitions and Purchase orders: enter in computer, secure PO number.

Create Log for Purchase Requests & Orders and follow up.

Collect weekly and monthly reports from departments.

Prepare and update employees list by coordination with the Human resources coordinator.

Prepare letters for the managers & the all department then make sure that the clients receive it.

Following up letters status.

Administering the telephony and fax systems.

Meeting and greeting visitors at all levels of seniority.

Liaising with clients, suppliers and other staff.

Responsibility for accounts and budgets.

Taking on some of the manager's responsibilities and working more closely with management.

Being involved in decision-making processes.

Preparing letters, presentations and reports.

Keep and maintain an accurate record of papers and electronic correspondence.

Reading, monitoring and responding to the principal's email.

Managing and reviewing filing and office systems.

Sourcing and ordering stationery and office equipment.

* 13/05/2006 till 01/05/2010: Sun Express I.E.C” Export & Import, Cargo Agent (Executive Secretary) Qualification: Basic Cargo Handling, EgyptAir (July 2007) Responsibility Included:

Devising and maintaining office systems.

Booking rooms and conference facilities.

Sorting and distributing incoming post and organising and sending outgoing post.

Liaising with colleagues and external contacts to book travel and accommodation.

Organising and storing paperwork, documents and computer-based information.

Receive, direct and relay telephone messages and fax messages.

Maintain the general filing system and file all correspondence.

Maintain an adequate inventory of office supplies.

Type confidential documents on a word processing system.

Perform other related duties as required.

Advise clients on transportation and payment methods.

Determine method of shipment, and prepare bills of lading, invoices, and other shipping documents.

Enter shipping information into a computer by hand.

Estimate freight or postal rates, and record shipment costs and weights.

Keep records of all goods shipped, received, and stored.

Negotiate and arrange transport of goods with shipping or freight companies.

Notify consignees, passengers, or customers of the arrival of freight or baggage, and arrange for delivery.

Prepare manifests showing baggage, mail, freight weight and transmit data to destinations.

*From February 2003 till December 2005: Hidco (Secretary) Responsibility Included:

Prepare and manage correspondence, reports and documents.

Organize and coordinate meetings, conferences, travel arrangements.

Take, type and distribute minutes of meetings.

Arrange and confirm appointments.

Set up and maintain filing systems.

Communicate verbally and in writing to answer inquiries and provide information.

Liaison with internal and external contacts.

Schedule and confirm appointments for clients, customers, or supervisors.

Set up and maintain paper and electronic filing systems for records, correspondence, and other material.

Collect and disburse funds from cash accounts, and keep records of collections and disbursements.

Establish work procedures and schedules.

Prepare and mail checks.

Provide services to customers, such as order placement and account information.

Open, sort, and distribute incoming correspondence, including faxes and email.

Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.

Set up and oversee administrative policies and procedures for offices and/or organizations.

Transports confidential materials when necessary from location to location.

Assist customers with problems and questions relating to their inventories.

Respond to customer inquiries, including phone, fax and in person.

Follow up daily cash flow and responsible for daily bank statement.

Issuance of invoices and Bills.

Monthly payroll payments, including allowances, overtime and excuses calculations. LANGUAGE:

Arabic : Mother Tongue

English : Very good in spoken and written English

French : Fair

COMPUTER SKILLS:

Excellent Usage of Ms Office 2003 Microsoft Project.

Powerful internet user.

EDUCATION:

Ain Shams University

Faculty of Commerce, Accounting department 2002.

Grade, Good.

High School

Maria Ausilia Language School, Egypt 1998.

OTHER SKILLS:

Ability problem analysis and assessment.

Ability to communicate clearly and effectively in oral and written form.

Ability to work independently.

Able to plan and organize the work.

Enthusiastic and always ready to learn.

Decision making skills.

Very high team spirit.

Easily adaptable to people and systems.

Attention to detail and deadlines.

Analytical and problem solving Skills.

Effective verbal and listening communications skills.

Time management.

Ability to filter information and assess priorities. PERSONAL DATA:

Date of birth: 12

th

January, 1982

Place of birth: Cairo, Egypt

Nationality: Egyptian

Marital status: Married

References finished upon request

Contact this candidate