Rehab Abdel fattah Mostafa
Office manager
Cairo,C
Summary
Outgoing Office Administrator with 18 years of experience with talent multitasking to complete daily duties while resolving issues as they arise. Adept in personal time management while simultaneously greeting visitors, managing phone switchboard and tackling requests made by staff. Friendly and respectful with positive attitude that creates warm and inviting office atmosphere.
Overview
24
24
years of professional experience
3
3
years of post-secondary education
3
3
Languages
Work History
Office Manager
Chehab Egypt
Cairo
01.2010 - Current
- Produced high-quality documents, spreadsheets and presentations for internal and customer-facing needs.
- Managed 25-employee office, supervising workers, enhancing productivity and driving efficiency.
- Provided expert clerical support to over 20 internal staff and management by handling wide range of routine and special requirements.
- Improved overall office efficiency by establishing smooth workflow processes, monitoring daily productivity and implementing modifications to eliminate operational bottlenecks.
- Interacted with customers professionally by phone, email or in-person to provide information and direct queries to appropriate staff members.
- Negotiated with vendors to minimise costs and improve service delivery.
- Oversaw office inventory activities, including ordering and requisitions, stocking and shipment receiving.
- Arranged corporate events and conferences for 75+ attendees.
- Oversaw staff training for 30 employees, ensuring all staff training was up-to-date.
- Developed Standard Operating Procedures (SOP) for administrative employees.
- Managed costs and billing, resolving financial discrepancies effectively through organisational management of account information.
- Handled conflicts and complaints with strong problem-solving and mediation skills.
- Tracked and recorded team expenses and reconciled accounts to maintain accurate, current and compliant financial records.
- Completed orientations to integrate new staff to company systems and culture.
- Conducted over 50 employee evaluations per quarter to improve team performance.
- Recruited and hired qualified candidates for vacant and new positions.
- Optimised finance and accounting systems to minimise processing times.
- Collaborated and clearly communicated across teams to achieve consistent service delivery.
- Managed high volumes of correspondence with excellent record-keeping and minimal response times.
- Reviewed timesheets and administered employee entitlements with excellent HR knowledge.
- Evaluated personnel performance to complete development reviews, addressing concerns and making progress recommendations.
- Completed payroll using online banking to maintain comprehensive records.
- Coordinated and maintained impressive office organisation to keep facilities efficient, organised and professional.
- Trained and mentored staff to drive performance and target achievement.
- Provided complete meeting support, including materials preparation and minute-taking.
- Registered visitors, guests and contractors upon arrival, providing access passes.
- Processed invoices and financial data with strong eye for detail.
- Managed database to maintain updated records and accuracy.
- Produced and distributed monthly reports using Excel knowledge, enabling improved business analysis.
- Worked to facilitate positive, productive working environments through reliable administrative support.
- Answered high-volume daily telephone and email enquiries, minimising correspondence backlogs.
- Accurately executed secretarial tasks, maintaining smooth administrative operations.
- Streamlined office procedures, implementing new systems to address bottlenecks and disruptions.
- Utilised Microsoft Excel to manage spreadsheets and deliver specialised reports on company metrics.
- Reviewed existing procedures and systems for inefficiencies and recommended actionable initiatives for improvement.
- Scheduled meeting spaces and catering for board meetings, client consultations and contract negotiations.
- Processed invoices and purchase orders with high attention to detail.
- Organised filing systems and maintained records and documentation in alignment with company policies and data security protocols.
- Coordinated office workflow and implemented improvements to drive efficiency and productivity.
- Greeted and directed incoming visitors and clients to reduce wait times and increase satisfaction.
- Worked with HR to maintain accurate and confidential employee records, enforcing compliance with regulatory standards.
- Scheduled staff and delegated assignments to adequately cover operational and project requirements.
- Delivered new hire training and mentored established staff on processes and procedures.
- Designed strategic schedules, rotas and workloads to promote productivity.
- Updated office management on team's activities and progress at weekly meetings.
- Set office policies and procedures to keep team members coordinated.
- Maintained high standards of accuracy and quality in data entry and recordkeeping.
- Identified skills gaps and arranged relevant training to upskill clerical team.
- Oversaw office budget to responsibly allocate equipment and resources.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Organised physical files and digitised records to ensure ease of accessibility and retrieval by team members.
- Supervised senior management with daily office operations, coordinating meetings and other tasks as requested.
- Enhanced productivity of managers by providing expert administrative support.
- Consulted with senior management to develop operational enhancements, streamline processes and increase team performance.
Secretarial Executive
Chehab Egypt
Cairo
02.2006 - 01.2010
- Responded to emails and other correspondence, facilitating positive communication for enhanced business processes.
- Made travel arrangements and booked accommodation for executives.
- Facilitated smooth communication between CEO and members of staff.
- Coordinated events and conferences, offering support with set-up and resources to guarantee smooth operations.
- Answered phones and took messages or routed calls to correct people.
- Maintained databases and filing systems to boost team efficiency.
- Welcomed arriving visitors and directed to appropriate meeting rooms.
- Prepared professional business correspondence on behalf of senior staff and organisation.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
Teacher of Greek and Roman Civilization
self employed
Cairo
01.2001 - 02.2006
- Taught multiple subjects to students with intellectual or emotional disabilities.
- Used illustrative activities to help students explore concepts.
- Evaluated students using standardised criteria to determine abilities and learning needs.
Data Research Specialist
Tiba medical
Cairo
11.1999 - 01.2001
- Outlined needs to meet end user requirements.
- Navigated multiple application-specific interfaces to carry out analysis.
Education
Bachelor of Arts - Greek and Roman
university of Ain Shams
05.1996 - 08.1999
Skills
Proposal writing
Travel coordination
File and data retrieval systems
Invoicing and billing
Customer service orientation
Database administration
Workflow planning
Inventory control
High accuracy
Event planning
Professional attitude
Event coordination
Scheduling and calendar management
Self-directed
Office administration
Facilities management
Interpersonal communications
Administrative support
Policy and procedure modification
Engaging leadership style
Diary management
MS Office
Organisational skills
Recruitment and training
Team standards
Accounts Payable/Accounts Receivable
Contract negotiations
Purchase Order (PO) processing
Invoice processing
Motivational leadership style
Mail handling
Microsoft Office
Data management
Banking operations
Project budgeting
Reception management
Employee management
Timeline
Office Manager
Chehab Egypt
01.2010 - Current
Secretarial Executive
Chehab Egypt
02.2006 - 01.2010
Teacher of Greek and Roman Civilization
self employed
01.2001 - 02.2006
Data Research Specialist
Tiba medical
11.1999 - 01.2001
Bachelor of Arts - Greek and Roman
university of Ain Shams
05.1996 - 08.1999