Office Operations Specialist for Cairo office

• Support and contribute to the continuous improvement of office conditions and processes; implement relevant company-wide processes at the location.

• Act as the single point of contact for daily operational processes with landlords and contractors (e.g., cleaning, servicing).

• Prepare and lead site tours for audits (customer, internal, external).

• Coordinate purchasing processes in compliance with internal policies: procurement, invoice processing, reporting, and general coordination.

• Manage relations with 3rd-party contractors: from tendering and contract negotiation to daily operations and supervision of services.

• Manage general and local team communication channels: monitor, respond to questions, share timely announcements, etc.

• Work with OneDrive folders related to the Administrative Department, such as online registers, NDAs, seating maps, contact lists, etc.

• Liaise with other departments and teams for support with events, meetings, and strategy sessions; prepare meeting rooms.

• Work with tasks in JIRA.

• Support Asset Management and inventory for the office and IT items.

• Monitor kitchen supplies and equipment; liaise with cleaning, security, and other contractors.

• Report and reconcile relevant expenses.

• Participate in the launch of new offices according to the company’s needs and be responsible for working with vendors and contractors (tenders, presentations, proposals, and reports). 
• Logistics support: coordinate with logistics companies, departments, and addresses for incoming and outgoing parcels; track parcel statuses and resolve issues.
• Interact with the IT department, the Finance department and the Legal department.
• Meet and escort guests, clients, and employees; direct them to the appropriate person or department.

• Record attendance of guests, clients, and other visitors in the online journal.
• Record daily employee attendance in the online journal.

• Comply with office access procedures and physical security policy.

•  Manage access cards: purchase (if applicable), issue, and inventory personal, visitor, and temporary cards.

• Maintain the Access Control System: add/delete access cards and provide reports if needed.

• Monitor video surveillance system: ensure functionality, verify 60-day recording availability, provide reports, and oversee general performance.

• Coordinate incoming telephone calls: determine their purpose, provide information, take messages, and relay them to the appropriate person or department.

• IT Coordination: Provide hands-on support to the IT team for tasks they cannot handle remotely (e.g., assisting with hardware handover to employees, inventory tagging, supporting vendor visits to the office).

• C-level Support: Provide administrative support to site and country managers.
• Event Support: Assisting the Employee Experience team in organizing events on-site.
• Travel Support: Assisting the Travel Department.

The Country Head and Head of Office and Facilities can adjust the list according to the company’s needs and policies. 

• 1+ years of experience in office support.
• University diploma.
• English at an Intermediate or higher level. 
• Advanced PC and Internet user, knowledge of MS products.
• Perfect problem-solving skills.
• Strategic thinking and excellent analytical skills.
• Strong team player profile, curios and eager to learn.
• Positive person with can-do approach.
• Excellent communication skills, ability to influence people.
• Highly detail-oriented and able to work autonomously.
• Able to manage multiple tasks and tight deadlines with confidence and ease.
• Able to prioritize and organize workload across the team.
• Flexible, fast in reaction and decisive.
• Independent, self-organized, proactive and accountable.