Ghadeer Hajjaj

Highly experienced Office Management and Administration Professional with over 15 years of proven expertise, including 5 years in QHSE systems and ISO compliance. Adept at streamlining office operations, managing contracts, handling audits, multitasking, and coordinating cross-departmental processes. Known for exceptional attention to detail, organizational skills, and ability to lead within fast-paced environments.

Administration Officer cum QHSE Specialist - Operations Department at Salayel Hospitality - L.L.C - S.P.C (formerly known as Sinyar Hospitality) (2020-02 – Present)

• Perform daily office operations and implement procedures to enhance efficiency and productivity.
• Maintain a clean, safe, and organized working environment in accordance with health and safety guidelines.
• Coordinate and arrange drivers for operational and administrative needs.
• Manage office supplies and inventory to ensure adequate stock levels are maintained.
• Provide comprehensive administrative support to the Operations Department and assist various teams in meeting operational needs.
• Coordinate and streamline communication between departments such as Procurement and Finance to maintain operational alignment.
• Schedule, organize, and attend meetings; take minutes and follow up on action items.
• Manage employee records and prepare duty rosters.
• Handle incoming and outgoing correspondence, including emails and calls, professionally.
• Prepare and draft outgoing letters and official correspondence, ensuring accuracy, clarity, and alignment with company standards.
• Serve as the primary point of contact for tenants, visitors, contractors, and service providers.
• Address tenant concerns and manage relationships to ensure satisfaction and smooth operations.
• Handle Tawtheeq contract applications and process them through the TAMM system.
• Prepare and manage tenant lease agreements, ensuring compliance with contract terms and renewal timelines.
• Organize and maintain both physical and digital files, including staff attendance and official documents.
• Maintain and update records and databases to ensure accuracy and accessibility.
• Manage petty cash and process reimbursement claims in a timely manner.
• Coordinate with suppliers to obtain monthly and on-demand invoices, ensure all supporting documents are in place for payment processing, and maintain a tracker for submission to the finance department.
• Raise purchase requisitions and purchase orders in the ERP system and follow up to ensure timely fulfillment.
• Support procurement activities by coordinating with suppliers and monitoring stock requirements.
• Coordinate with suppliers on delivery schedules and administrative follow-ups, including handling their registration on vendor portals.
• Apply for event permits through the relevant authorities, such as the Department of Culture and Tourism (DCT) and the Department of Economic Development (DED).
• Prepare and manage event venue hire agreements, ensuring all terms are met and contracts are tracked for expiration.
• Develop and maintain property-level Standard Operating Procedures (SOPs) and conduct risk and opportunity assessments.
• Ensure effective implementation of the Integrated Management System (IMS) in alignment with ISO standards.
• Prepare and monitor organizational context, including internal and external issues, analysis of interested parties, and stakeholder feedback (clients, tenants, visitors, event organizers, etc.).
• Set and track QHSE objectives at the property level.
• Prepare the annual employee learning and development plan and coordinate its approval.
• Address corrective action requests resulting from internal and external audits.
• Participate in scheduled audits and maintain key documentation, including organizational charts, job descriptions, service provider evaluations, KPI assessments, and management review summaries.
• Successfully managed QHSE documentation and audit preparation with zero non-conformities.
• Supported operational improvements by aligning administrative practices with ISO standards.

Receptionist at Royal Group LLC (2010-08 – 2020-01)

• Serve as the first point of contact for all visitors, clients, and service providers, ensuring a welcoming and professional front-desk experience.
• Handle visitor registration, issue access passes, and maintain accurate logs of daily visitors and appointments.
• Answer and manage incoming calls and emails efficiently, redirecting inquiries to the appropriate departments as necessary.
• Coordinate meeting room bookings and schedule appointments.
• Receiving deliveries, couriers, incoming faxes, and arranging distribution to recipients.
• Support administrative tasks such as filing, document handling, data entry, and managing correspondence.
• Organizing the meeting rooms, dealing with car park requests, and hospitality requirements.
• Maintain the reception area in a clean, organized, and presentable condition at all times.
• Provide support services for the guests, such as ordering taxis and booking their trips.
• Provide office support services such as scheduling equipment service and repairs, monitoring stationery stock, and reordering when required.

Bachelor's degree in Commerce - Business Administration with Major Sub in Finance and Investment – Cairo University (2013 – 2018)