Operations Coordinator

Company Description

Globe Travel Solution GTS (sister company of GlobeMed) is a team of experienced travel insurance professionals dedicated to providing travelers with reliable coverage, enabling them to explore the world with confidence!

GTS is looking for an Operations Coordinator who will be a resource to the CEO providing support on a wide variety of organization levels and projects. You will be expected to research and analyze solutions on need basis and to record courses of action. Also, will be expected to attend to ad-hoc tasks assigned by CEO on need basis. Should enjoy the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Strong decision-making ability, sound quick judgment, and attention to details are equally important.

Job Description

• Provide phone and visitor reception, responding to routine inquiries, email, phone, package and fax notification messages to recipients.
• Sort, distribute and forward daily mail; expedite express mail.
• Type routine correspondence, reports, phone lists, research directory, transparencies, and other materials as requested whether I Arabic, English or French.
• Proofread for completeness and accuracy.
• Schedule meetings.
• Assist with photocopying requests.
• Deal with office needs (stock request, reparations, preserve office files…)
• Perform related duties as required.
• Conduct research and business analysis on various ranges of requirements.
• Prepare business plans and implementation schedules.
• Research and carry out specific projects as assigned by the CEO.
• Follow up on reports due to CEO.
• Develop and maintain data sheets for clients and prospects in countries where the organization operates in.
• Set up accommodation arrangements for company visitors.
• In charge of the preparation of materials for meetings as appropriate.
• Receive, sort and screen all incoming correspondence including postal mails and e-mails. Categorize and prioritize responses needed. Summarize lengthy correspondence, highlighting key sentences and topics.
• Maintain an accurate and up-to-date business and personal contact database of the CEO.
• Responsible for the timely management of all communication; written, via email, postal correspondence, and voice-mail among stakeholders. And prepare correspondences/reports for CEO’s signature.
• Prepare agendas, attend meetings as instructed and take minutes, distribute and make necessary follow-up on progress, and ensure that deadlines are met.
• Assist the CEO with the creation of PowerPoint presentations.
• Calendar Management: scheduling meetings, sending meeting requests to third parties including employees.

Qualifications

• Holder of a BA or MBA degree with supplemental course work in office procedures, or equivalent combination of training and experience
• More than 5 years of administrative experience
• Must possess competent computing skills and be proficient in the use of word processing and electronic mail programs
• Computer skills: Microsoft Office applications such as Outlook, Word, Excel and PowerPoint
• Fluent in Arabic, French; English is a plus
• Good written and oral communication people skills
• Sufficient organization abilities to complete job responsibilities within given deadlines and with accurate attention to detail
• Good typing capabilities
• Working knowledge of standard office equipment - personal computer, photocopier, etc…
• Ability to work independently and as part of a team
• Coordination between different units
• Inquisitive, analytical, meticulous, and organized
• Willing to travel on special occasions
• Confidentiality