Office Manager

Role Overview:

Office managers coordinate and oversee administrative duties in the office, and ensure that the office operates efficiently and smoothly. Your responsibilities generally include duties like meeting and greeting visitors, managing office supplies, overseeing other administrative personnel, and supporting with administrative tasks such as scheduling meetings and ensure Franvoy operations policies are being followed.

What you will do:

• Reviewing correspondences and transactions delivered to CEO office ensuring their systematic validity and also write the required explanations on them, submitting them or referring them to the related departments managers and departments heads and following what actions have been made.
  
• Attend executive meetings with CEO, take meeting minutes follow up on any tasks related to CEO an also attend some meetings on behalf of the CEO if requested.
  
• Organizes& prepares travel arrangements of CEO in terms of light bookings, hotels, transportation in addition to financial and administrative arrangements and related agenda.
  
• Manages the in and out communications system such as; telephone calls reception and messages reception, transactions etc.
  
• Perform administrative and office support, such as Typing, formatting, and editing reports, documents, and presentations.
  
• Creates and develops automated archiving system for all administrative work flow and correspondences.
  
• Maintaining an overall support & assistance style that follows Franvoy best practices.
  
• Conduct research, collect and analyze data to prepare reports and documents
  
• Entering data, maintaining databases, and keeping records.
  
• Copying, scanning, and faxing documents, as well as taking notes
  
• Preparing, editing, and managing internal and external correspondence, communication, presentations and other documents
  
• Secures information by completing data base backups.
  
• Ensuring the files confidentiality and security procedures of franvoy filing systems.
  
• Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information.
  
• Operating copy equipment, printers or other equipment necessary.
  
• Develop good client relationships.
  
• Smooth out problems within the workplace.
  
• Monitor spending patterns and associated budget If any.
  
• Ensuring Franvoy company policies are being followed.
  
• Resolving client issues to their overall satisfaction, coordinating with respected departments.
  
• Ensuring that health, safety, and Franvoy HSQE rules are being followed.
  
• Ensuring a consistent standard of customer service.
  
• Ordering office supplies and replacements, as well as managing mail and courier services.
  
• Preparing facilities for scheduled events and arranging refreshments, if required.
  
• Observing best business practices and etiquette is a must.
  
• Completing tasks assigned by the business development accurately and efficiently.
  
• Act as the point of contact among other internal and external partners.
  
• Assisting internal team & clients whenever necessary.
  
• Additional Business focused - may be given as needed and when needed.
  

Requirements

You are the ideal candidate if you have:

• Bachelor degree in Business or related major.
  
• 6+ years of work experience.
  
• Previous relevant experience with the job is a plus.
  
• Entrepreneurial drive is a plus.
  
• Must have exceptional attention to details.
  
• Excellent time-management and organizational skills
  
• Outstanding verbal and written communication skills
  
• Solid problem-solving
  
• Planning and scheduling techniques
  
• Teamwork and interpersonal relationships
  
• Must be proficient with Microsoft Office and ERP software - SAAS.
  
• Bilingual Arabic/English is a must.
  

Benefits