Executive Secretary
CSCEC
Total years of experience :7 years, 7 months
Perform all works which include filing, typing, photocopying, fax correspondence
and other works being assigned by superiors form time to time.
• Attend telephone calls and inquiries.
• Responsible in encoding documents and correspondence in organized and
accessible manner
• Perform other related secretarial works.
• Handling incoming & outgoing calls in Admin Department
• Organizing and maintaining files.
• Arranged meetings and reservation
Maintain document logs for RFI’s, Shop Drawing, Incoming & Outgoing
correspondence, Material submittals and Material Delivery inspection.
• Maintaining Log of Work Pack, Handover Packs, Transmittals, and NCRs,
Observation reports, Technical queries and Minutes of Meeting.
• Maintain log sheet of pouring authorization and cylinder test and daily base
updating in concrete log sheet.
• Receiving and distributing all documents like Inspection Requests, Material & Shop
drawing submittals, subcontractor drawings, specifications, reference Documents,
vendor documents and technical documents as per agreed distribution matrix.
• Prepare transmittal for all drawings, documents, procedures and Material Approval
Requests.
• Arrange and distribute master and control, release for construction, as build,
superseded, cancel and commented drawings etc.
• Daily routine activities of Document Control, including distribution of documents,
maintaining electronic folders and directories, tracking and retrieval of documents.
• Expedite the return of documents and approvals within the required time.
• Work closely and liaise with contractors’ document control group in all matters
relating to document control.
• Ensure the effective running of the day-to-day operations of the document center.
• Prepare daily, weekly and monthly reports of Rfi’s, drawings and materials status
accordingly.
• Read and analyze incoming memos, submissions, and reports in order to determine
their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to individuals.
• Perform general office duties such as ordering supplies, maintaining records
management systems and performing basic bookkeeping work.
• Schedule meetings and conference rooms and Alert manager for cancelations.
• Handle information requests and Manage travel and schedule.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and
maintains travel vouchers and records.
Read and analyze incoming memos, submissions, and reports in order to determine
their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records
management systems and performing basic bookkeeping work.
• Schedule meetings and conference rooms and Alert manager for cancelations.
• Handle information requests and Manage travel and schedule.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and
maintains travel vouchers and records.
• Tracking and monitoring the distribution, submittal and reconciliation of process or
reference documents in accordance with Document Control Management system
& standards established for the Project
Joint Venture
Record and review the documents log and update daily basis work
• Distribution of Documents with PCM uploads and downloads for all departments
• Use the transmittal queue and electronic distribution with PCM
• Create Contacts of internal or external department
• Group vs. project companies or subcontractors data
• Using distribution lists and distribute as per list mentioned names
• Using multiple reviewers and adding comments
• Tracking Submittals and electronic files attachments
• Create a daily, weekly & monthly report
• Adding multiple attachments for electronic files savings
Zuhair Fayez Partnership
Education