HR Admin Assistant
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Job Description
OB TITLE: BUSINESS CENTER COORDINATOR
DIVISION/ FUNCTION: Administrative Department
REPORTING STRUCTURE:
Reports to: Senior Business Center Coordinator (SBCC)
POSITION OBJECTIVE:
To take on office/administrative support activities and act as the first line of meeting the existing
clients needs.
DUTIES & RESPONSIBILITIES:
Handles client requests if any or admin tasks. Discuss with SBCC for approval and cost to
communicate to client prior to handling the task. Report to SBCC for charges once task is
completed.
Ensures proper maintenance of all office and drawer keys are filed properly labelled and locked.
Ensures stationery supplies are stocked up as needed. Responsible to reorder by getting
SBCC approval.
Answers telephone calls screens and directs calls takes messages and meets clients
requests.
Receives and keeps track of courier mail and delivers to clients. For virtual clients emails to
inform them.
Cross checks photo copies log against register and sends to SBCC for calculation.
Keeps daily log of clients.
Prepares client agreements and sends to SBCM for review.
Prepares rental proposals and sends to SBCC for review.
Books conference room for clients.
Provides SBCC with monthly estimate of petty cash requirements and kitchen supplies for
approval.
Arranges and coordinates with IT support for clients make sure printers are set up on first day
of clients arrival by liaising with SBCC.
Responsible for filing all necessary contracts and documents in filing cabinet (for clients
brokers all admin related documents). Ensures new agreements and rental contracts are
scanned and saved in ADMIN server.
Handles door code maintenance for staff and clients ensures codes are changed every time
client or staff leaves and communicates accordingly.
Job Description
Confidential
February 2020 Page 2 of 3
Coordinates and orders staff lunches.
Updates contact sheet and client contract renewal sheet
Updates pending proposal sheet and sends to SBCC for action.
Files passport or ID scans and agreements under each client folder and in hanging files.
Updates telephone system recording in case of public holidays and when office is closed.
Checks that internet and TE bills are paid on time after SBCC approval.
Monitors Internet connectivity throughout the day ensures stable connection and liaises with
SBCC for resolving any problems.
Schedules appointments and meetings; maintains appointment diary either manually or
electronically.
Ensures monthly review of Telecom Egypt rates and mark up rates on telephones system
Collects logos from new clients and forwards to SBCC for website updates.
Provides new clients with welcome notes telephone passwords wifi passwords and door
codes.
Checks if client is interested in a plaque with logo at entrance and if yes arranges with SBCC
to get it done through our supplier.
Obtains ID copies from Egyptian clients and Passport copies from Expatriates; Tax cards and
commercial registers to be filed.
Ensure clients have a copy of drawer/cabinet keys and sign off that they received the keys.
CORE DELIVERABLES:
Prepare and send to SBCC for review/action a monthly report on:
Client expenses (photo copy telephones admin task courier etc).
Stationery report.
Weekly cleaning report.
Monthly telephone report.
Provides to SBCC the following on monthly basis:
Telephone report
Cleaning report
Fixed assets report
Stationary report
Remote Work :
No
Employment Type
Full Time
