Administration Assistant

Bachelor of Hotel Management, MBA/PG Diploma in Business Mgmt

Nationality: Egyptian, Indian, Filipino, Iranian

Vacancy: 1 Vacancy

Job Description

• Oversee daily coffee shop operations, ensuring smooth service and a welcoming atmosphere for customers.
• Manage daily office operations by coordinating schedules, organizing meetings, and ensuring smooth communication between departments.
• Prepare and maintain accurate records, reports, and documentation, utilizing software tools to track data and enhance productivity.
• Assist in budgeting and financial tracking by processing invoices, managing expenses, and supporting the finance team with necessary documentation.
• Act as the first point of contact for clients and visitors, providing exceptional customer service and managing inquiries efficiently.
• Support human resources by organizing onboarding processes, maintaining employee records, and assisting with recruitment activities.
• Monitor office supplies and inventory levels, proactively ordering and restocking items to ensure the office runs smoothly.
• Facilitate effective communication within the team by coordinating internal announcements and maintaining an organized digital filing system.
• Conduct research and compile information for projects, presentations, and reports, ensuring all data is accurate and relevant.
• Assist in the planning and execution of company events, meetings, and workshops, ensuring all logistical details are attended to.
• Provide administrative support to senior management by managing their calendars, arranging travel, and preparing meeting agendas.
• Manage inventory and supply chain by ordering stock efficiently and reducing waste through proper tracking.
• Lead and train staff in exceptional customer service techniques, fostering a positive team environment.
• Implement marketing strategies and promotions to drive customer traffic and boost sales.
• Ensure compliance with health and safety regulations, maintaining a clean and safe environment for both staff and customers.
• Monitor financial performance, including budgeting and forecasting, to achieve profitability targets.
• Develop and maintain relationships with suppliers for high-quality ingredients and equipment.
• Create and update the menu based on customer preferences and seasonal ingredients, ensuring unique offerings.
• Handle customer feedback and complaints professionally, turning negative experiences into positive ones.
• Analyze sales trends and customer preferences to make data-driven decisions for improving service and product offerings.

Desired Candidate Profile

• Bachelor’s degree in business management, hospitality, or a related field preferred to ensure a solid foundation in operational principles.
• 2+ years of experience in an administrative role, showcasing a track record of efficient office operations and support.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management software, essential for daily tasks.
• Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
• Excellent verbal and written communication skills, enabling clear interactions with clients, colleagues, and management.
• Attention to detail and a proactive approach to problem-solving, ensuring tasks are completed accurately and efficiently.
• A customer-centric mindset, appreciating the importance of creating a positive experience for clients and stakeholders.
• Flexibility and adaptability to changing priorities and tasks, demonstrating resilience in a dynamic work setting.
• Ability to work independently as well as collaboratively within a team, contributing to a positive workplace culture.
• Fluency in English, with additional language skills considered an asset, enhancing communication with diverse clients.
• Minimum of 3 years’ experience in the food and beverage industry, with at least 1 year in a supervisory role to demonstrate leadership skills.
• Barista certification or relevant coffee-related training to enhance knowledge of coffee preparation and quality standards.
• Proficient in point-of-sale systems and inventory management software to streamline operations and track sales.
• Bilingual abilities in English and another language to cater to a diverse customer base and enhance communication.
• Strong leadership skills to motivate and guide a team in a fast-paced environment, fostering collaboration and efficiency.
• Exceptional customer service skills, with a knack for building rapport and resolving conflicts with a positive attitude.
• Innovative mindset with a passion for coffee culture and trends, ensuring the shop remains relevant and appealing.
• Strong organizational skills to manage multiple tasks and priorities effectively without compromising service quality.
• Physical stamina to stand for prolonged periods, lift heavy items, and maintain an energetic presence throughout shifts.