Receptionist & Travel Coordinator

Mission

Carries out reception tasks, organization of meetings, logistics, events, formatting of specific or general documents in response to the expectations of his/her manager and/or his/her department

Main Responsibilities

• Guest Management: Direct guests to their respective offices without leaving the desk.
• Cheque Management: Keep an updated list of cheques from the treasury department. Upon receiving collectors, recover cheques, make copies with IDs and authorizations, obtain signatures on the acknowledgment of receipt, stamp with the treasury stamp “PAID,” and file documents in the treasury department.

Requests for Line 3, Line 4, and AQM Projects:

• Request Handling: Receive email requests for cars, mobiles, laptops; print them, obtain signatures from Amine ABDELKMAKSOUD and Pierre D’HOMMEE, and return all requests to Michael WILLIAM and Ayman ZAKI.

For AQM Projects:

• Contract and Finance Requests: Handle emails from the Contracts Department for Salim HELLEL's signature and from the Finance Department for Purchase Orders for Amine ABDELKMAKSOUD’s signature.

New Hires:

• Form Submission: Fill in data for Colas Rail Egypt and the new hire ID on Form 111 according to IDs, and submit the completed form to the HR department involved in the New Hire project.

Meeting Coordination for Colas Rail Line 1, Colas Rail Egypt, and Training L4:

• Logistics: Book meeting rooms, order snacks/food, recover advance payments, and issue “Note de frais” after orders are paid.

Travel Coordinator Duties:

• Flight Booking: Handle flight ticket bookings for all travelers, both expatriates and Egyptians, by coordinating with the travel agency. After receiving bookings, submit options to Amine/Bassem for approval.

• Hotel Booking: For visitors/residents in Egypt, check hotel availability and make bookings, sending confirmations to guests.

• Transportation Services: Inform Escapade Travel of guest arrivals and returns, requesting the representative’s phone number. After confirmation, send email confirmation to guests.

• Organizing Trips: Arrange both leisure and business trips, including hotel bookings and transportation.

For AQM Project:

• Booking Coordination: Upon email requests, book hotels or minibuses/trains for AQM visits for Colas Rail Egypt or AQM personnel.

Visa Requests for EUROP (Training/FATs):

• Visa Documentation: For all visa requests (Colas Rail EGYPT, Line 1, AQM), prepare documents for TLS appointments, including 2 application forms, an invitation letter, fake flight and hotel bookings. After the appointment email, submit the complete file to the traveler.

• Post-Visa Issuance: Book final flights, hotels, trains, or cars as selected and approved by Amine/Bassem.

Visa Requests for the UK/USA:

• Agency Coordination: Collaborate with the travel agency to manage all documents until the visa is received.

Invoice Management:

• Local Invoices: Review invoices from hotels, tickets, and transport services (Sofitel/Steigenberger, Kanoo/Travco, Escapade) before forwarding them to the accounting department.