Administration Assistant

Basic Function:

The primary objective of this position is to offer administrative assistance to the Cairo office by managing official documents and maintaining records. Additionally, this role supports customer service team, ensuring the precise and punctual completion of the order fulfillment and shipping documentation process. This could include tasks such as Order review , coordination with logistics , collecting and copying shipping documents and send to customers etc.

Roles & Responsibilities:

Admin function:

• Take responsibility for Cairo office administration, including tasks such as reception management, visitor management, hotel and air ticket bookings, as well as travel management for employees, visitors, and customers.
• Provide assistance in preparing invitation letters for visa purposes and coordinate the legalization of official documents under the guidance of relevant stakeholders.
• Collaborate closely with office employees and your Manager to plan and execute staff activities, annual dinners, and other office administration-related events.
• Ensure proper record keeping, maintaining compliance with all legal and regulatory requirements associated with administrative and commercial activities.
• Support the office Lead in organizing communication meetings and handling external correspondence, among other related tasks.
• Serving as a central point of contact for internal and external communications, disseminating information, and coordinating with different departments or external stakeholders
• Maintain a high level of professionalism in all interactions to safeguard the Company's interests, particularly when handling confidential information or communicating with key individuals.
• Coordinate with the finance team to handle banking-related activities.
• Manage the office's petty cash, overseeing small procurements, monthly statutory payments, and maintaining accurate and up-to-date records.
• Overseeing office facilities, ensuring a clean, safe, and comfortable work environment for employees. This includes managing office supplies, equipment, and coordinating maintenance and repairs.
• Assisting with basic financial tasks such as processing invoices, expense tracking, and maintaining financial records. This may also involve assisting in budget preparation and tracking office utility bills, ensuring timely payments are made.

Position Description:

• Assisting with the onboarding process for new employees, including office setup, access to systems, and provision of necessary equipment. Time and attendance management of office employees.
• Coordinating office maintenance and repairs, liaising with external vendors and service providers as required. • Supporting the implementation of office policies and procedures, ensuring compliance and adherence by all staff members.
  Customer Service Representative:
• Responding to customer inquiries, requests, and complaints via various communication channels such as phone and email. Providing accurate and timely information to address their concerns or resolve their issues.
• Assisting in processing transactions, and ensuring accurate entry of order details into the system. Collaborating with other departments, such as sales and logistics, to ensure timely order fulfillment and delivery.
• Identifying and resolving customer problems or complaints effectively and efficiently. Taking ownership of customer issues and following through to ensure complete resolution and customer satisfaction.
• Tracking customer orders, providing updates on order status, and proactively following up with customers to ensure their satisfaction. Resolving any issues related to order delivery, shipping, or returns.
• Adhering to company policies, procedures, and guidelines while maintaining customer confidentiality and protecting sensitive information. Ensuring compliance with regulatory requirements, such as data protection and privacy laws.
• Coordinate with all supply sources , logistics team and 3rd party providers to ensure accurate shipping documentation is issued and then copy and manage all documents to be sent to customers in right time.

You Bring This Value

Education:

1. Bachelor Degree in Business or other discipline
2. Diploma in Administration is preferable

Work Experience:
Fresh graduate or 2 years working experience.

Critical Competencies

• Drives Results: Consistently achieving results, even under tough circumstances.
• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.
• Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Courage: Stepping up to address difficult issues, saying what needs to be said.
• Customer Focus: Building strong customer relationships and delivering customer-centric solutions.
• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

Functional Competencies
Presentation and Communication Skills - Presents information in a simple way, clearly communicating the key messages and engages the audience. Communicates openly and clearly. Simplifies complex issues where possible and share information freely
Product and Technical Knowledge - : Looks for opportunities to continuously learn about LYB products and services to be able to clearly articulate these in a strong value proposition for the customer.

Languages:
Fluent in English, Arabic , French is added advantage

Competencies