Office Administrator

Key ResponsibilitiesEmail ManagementMonitor and manage company email inboxes.Respond to routine customer, supplier and business enquiries professionally.Draft clear and professional emails in English.Organise emails into folders and flag urgent matters.Follow up on unanswered emails and outstanding actions.Escalate important or sensitive matters to management.Telephone and Communication SupportMake outbound calls to customers, suppliers, service providers and business contacts.Handle incoming business calls professionally.Take accurate messages and record important information.Follow up on quotations, invoices, appointments, orders and outstanding requests.Communicate confidently with UK-based customers and businesses.Maintain professional telephone manners at all times.Calendar and Diary ManagementManage business calendars using Microsoft Outlook or Google Calendar.Schedule meetings, appointments, calls and deadlines.Avoid calendar conflicts and ensure sufficient preparation time.Send meeting invitations and reminders.Reschedule or cancel meetings when required.Keep management informed of upcoming appointments and priorities.Microsoft Office and Data ManagementCreate and maintain Excel spreadsheets, trackers and reports.Enter, organise and update business data accurately.Use formulas, filters, tables and basic reporting functions in Excel.Prepare letters, reports and business documents in Microsoft Word.Create professional PowerPoint presentations when required.Maintain accurate digital records and filing systems.General AdministrationPrepare daily and weekly action lists.Track outstanding tasks and ensure actions are completed.Organise company files using OneDrive, SharePoint or Google Drive.Maintain customer, supplier and employee records.Assist with invoices, quotations, orders and general paperwork.Take meeting notes and prepare action summaries.Support managers with administrative tasks across different business departments.Operations SupportFollow up with staff, suppliers, customers and contractors.Maintain trackers for projects, deadlines and operational tasks.Support recruitment administration, interview scheduling and staff records.Help coordinate meetings, deliveries, appointments and business activities.Prepare regular progress reports for management.Identify delays, missing information or unresolved actions and report them promptly.

Essential RequirementsBased in Egypt.Excellent spoken and written English.Strong professional telephone communication skills.Previous experience in administration, executive assistance, office coordination or customer service.Strong knowledge of Microsoft Outlook.Good knowledge of Microsoft Excel.Good knowledge of Microsoft Word and PowerPoint.Experience managing calendars, meetings and appointments.Strong organisational and time-management skills.Ability to manage multiple tasks and priorities.High level of accuracy and attention to detail.Ability to work independently with minimal supervision.Reliable, trustworthy and able to handle confidential information.Professional attitude and strong work ethic.Comfortable communicating with UK-based customers, suppliers and managers.Ability to work during UK business hours.Technical RequirementsReliable laptop or desktop computer.Stable high-speed internet connection.Quiet and professional working environment.Good-quality headset with microphone.Working webcam.Backup internet connection or mobile hotspot.Access to Microsoft Office or Microsoft 365.Ability to use Microsoft Teams, Zoom and WhatsApp Business.Preferred RequirementsExperience working remotely for a UK, European or international company.Experience using Microsoft 365, OneDrive and SharePoint.Experience using Google Workspace.Advanced Excel skills, including formulas, pivot tables and reporting.Experience using CRM systems.Experience in hospitality, food service, retail, recruitment or business operations.Experience preparing reports, trackers and management documents.Experience handling customer complaints or supplier follow-ups.Personal QualitiesThe ideal candidate should be:Highly organised.Proactive and able to take initiative.Confident and professional.Calm under pressure.Polite and patient when speaking with customers.Responsible and dependable.Able to prioritise urgent tasks.Comfortable working across several businesses or projects.Willing to learn new systems and processes.Focused on completing tasks and following through on actions.Performance ExpectationsThe successful candidate will be expected to:Respond to messages and emails promptly.Maintain accurate and up-to-date records.Complete assigned tasks within agreed deadlines.Provide clear updates to management.Follow up on outstanding actions without being repeatedly reminded.Maintain confidentiality at all times.Represent the company professionally during calls and written communication.