Administrative Assistant

Job Description

Position Purpose:

This position provides essential support to ensure the efficient operation of the organization. This role involves handling various administrative tasks, including managing schedules, coordinating meetings, maintaining records, and facilitating department communication. The ideal candidate will exhibit strong organizational skills, attention to detail, and the ability to multitask effectively.

Job Description:

• Convey a professional image of the company to visitors, have a friendly greeting, helpful guidance, and accurate information provision.
• Record the visitors’ specifications and provide a “Visitors’ Access Card” aligned with the “Access Control Policy”.
• Provide information to people entering the organization and direct individuals to the correct destination.
• Answer the telephone, direct, and screen calls, taking and replaying messages efficiently, and connecting incoming calls to internal departments.
• Record messages in the absence of employees.
• Arrange to book meeting rooms according to availability and request.
• Manage all tasks related to monthly staff shop orders for HO employees according to the company product policy.
• Manage factory parking spots (updating the parking lists and coordinating with security for any cases).
• Manage the external courier services needs.
• Manage and pay the related costs through petty cash.
• Manage all requested parcels to be sent to requested destinations (local and abroad) via internal and international posts (such as Aramex and Karapost); record necessary information and manage the payment.
• Keep a record of the stationery and canteen supplies.
• Actively order required items in advance and make sure of their availability.
• Provide the employees with the required stationary as requested.