Project Coordinator
KABRI International Contracting Company
Total years of experience :19 years, 9 Months
•Project Administration/Secretarial Works.
- Daily checking and responding emails, Preparing Time sheet, Preparing Correspondences, Submits reports (daily, weekly & monthly) Prepare and print out the PPM Program, the daily activity, checklist and reports for the maintenance works. Make a request for office supplies (stationary, cartridge, kitchen/pantry items). Prepare and arrange petty cash report. Creating, Formatting, maintaining and updating various logs and records. Documentation. Direct reporting to Project Manager and Project Director. Keeping and organizing office files and records of employees (leave, timesheet, document request & etc.) Day to day and timely coordinating to Main office (admin, HR, accounts) for concerns, issues and etc. Monthly prepare the Timesheet and enter to ERP system for the wages calculation within the month. Preparing a request for a NOC and update for renewal.
•Procurement and Supply Management
- Pre-qualify and qualify suppliers. Asking Quotations, Make requisition, Invoices, GRN through ERP system. Update the delivery into the ERP System and send the invoice to accounts for preparing payments. Do follow-ups and updating records in a timely manner.
•Other Works - /QS
- Preparing Payment Certificate charge to clients and for payment certificate to sub-contractor.
- Do follow-ups and coordinate with client’s representative for concerns related on the maintenance project, the daily activities, programs and reports.
- Performs a variety of administrative duties in support of site office functions. Serve as a contact for all administrative matters.
• Daily checking & monitoring of site labor attendance as well as office staff.
• Daily checking and responding emails.
• Collect all invoices and petrol bills that was used from petty cash at site, arrange and prepare petty cash reports into 3 categories: (General, Logistic & Material)
• Prepare Mobilization report to be sent to Head Office for the confirmation of joined employees at site.
• Monitoring the supplied cartridges & stationeries at site and request/order when it was needed.
• Prepare monthly telephone & petrol allowance for the employees at site.
• Provide full technical support in the preparation of daily, weekly and monthly reports which transmit updated manpower list.
• Updating manpower master list records and prepare weekly report to be submitted to Project Manager.
• Prepare list through “department and foreman wise” for the distributions of documents received from Head Office (pay slip, passports, emirates card, labor card, medical card, timesheets and other documents).
• Prepare Insurance claims paid through petty cash to be transmitted to Head office for reimbursement
• Provide assistant and answers queries to employees whenever it needed.
• Organize filing of a various administration files/documents at site.
• Updating time to time of various logs (leave application, document/passport request, document transmittal-(incoming & outgoing) supplied stationeries, subcontractors, petty cash, emirates id/medical card/atm tracking, etc.)
• Prepares a draft memos and other correspondence related to admin works. Doing secretarial and clerical works.
• Proper Coordination to admin staff at Head Office, IT, accounts & HR for the related issues and concerns at project sites.
Document Controller/Secretary:
• Prepare all outgoing documents for submission like Material Submittal, Shop Drawings Submittals, Document Submittal, Outsourcing Proposal, Method Statement & etc.
• Log of all incoming and outgoing documents at all times.
• Provide and prepare a standard copy of form for Material & Work Inspection Request to the Site Engineers as per their request.
• Receiving and stamping all incoming documents.
• Distribution of certain documents to concerned or appropriate staff.
• Implement standard procedures for receiving, dispatching, distributing & filing of documents being handled in the section.
• Maintaining a standard system of project filing/storing and data maintenance in such a manner that Information should be available for all concerned persons at anytime (both manual and computerized)
• Photocopying and scanning of all incoming and outgoing documents.
• Updating, reviewing, compiling and preparing reports/statements of incoming/outgoing correspondence, all types of documents including Main Contractor approvals (Material, Shop Drawings approval) etc. and submitting to Project Manager as and when required.
Site Administrator:
- Performs a variety of administrative duties in support of site office functions. Serve as a contact for all administrative matters.
• Daily checking & monitoring of site labor attendance as well as office staff.
• Daily checking and responding emails.
• Collect all invoices and petrol bills that was used from petty cash at site, arrange and prepare petty cash reports into 3 categories: (General, Logistic & Material)
• Prepare Mobilization report to be sent to Head Office for the confirmation of joined employees at site.
• Monitoring the supplied cartridges & stationeries at site and request/order when it was needed.
• Prepare monthly telephone & petrol allowance for the employees at site.
• Provide full technical support in the preparation of daily, weekly and monthly reports which transmit updated manpower list.
• Updating manpower master list records and prepare weekly report to be submitted to Project Manager.
• Prepare list through “department and foreman wise” for the distributions of documents received from Head Office (pay slip, passports, emirates card, labor card, medical card, timesheets and other documents).
• Prepare Insurance claims paid through petty cash to be transmitted to Head office for reimbursement
• Provide assistant and answers queries to employees whenever it needed.
• Organize filing of a various administration files/documents at site.
• Updating time to time of various logs (leave application, document/passport request, document transmittal-(incoming & outgoing) supplied stationeries, subcontractors, petty cash, emirates id/medical card/atm tracking, etc.)
• Prepares a draft memos and other correspondence related to admin works. Doing secretarial and clerical works.
• Proper Coordination to admin staff at Head Office, IT, accounts & HR for the related issues and concerns at project sites.
Commercial Department: (August 2009 - February 2013) Document Controller cum Assistant of QS
• Maintain accurate and up-to-date office files, records, logs for the commercial department; also monitoring various logs and files for current and accurate information including manual and computer logs of documents processed.
• Create filing system for all concrete and steel order, delivery notes, processed invoices, payment certificate, vesting certificate, guarantees and insurances.
• Checking invoices and prepares a monthly payment and vesting certificate for the suppliers and subcontractors; and preparing the Document Transmittal Sheet (DTS) of the certified Payment Certificate to be send to Accounts for the releasing payment to subcontractors.
• Check the Advance Payment and Performance Bank Guarantee from the subcontractors by comparing on the detailed format (word per word) that based on the agreed subcontractor agreement contract, and prepare a letter or memo addressed to the accounts for their information and record.
• Responsible in preparing steel order, updating the master log of steel and reconfirmation order of concrete, and monitoring the quantity delivered steel and concrete to know how much quantity remaining based on the supply agreement.
• Maintaining the log of incoming and outgoing correspondences and responsible to distribute or send electronically (e-mail) to the concerned person.
• Handling all necessary documents that requires to be sending through fax, photocopy, and typing facilities.
• Do assigned tasks given by the Quantity Surveyor from time to time and acting as secretary if the commercial secretary is on-leave.
Store Department: (May 2008 - July 2009) Storekeeper Jr.
• Receives and inspects all incoming materials and reconciles with purchase orders, processes and distributes documentation with purchase orders, documents and track damages and discrepancies on orders received.
• Responsible in entering the exact data in a daily transaction basis: (all incoming and outgoing materials in the inventory system)
• Responsible in preparing the material site receipt and printout copy.
• Preparing the daily report in MS Excel like material receipt, material requisition, concrete details and all steel and preparing a printout copy of the stock-balance report in a weekly and monthly basis.
• Checking and monitoring the inventory of the stocks from the system to actual inventory of the stockyard or storeroom.
• Maintaining inventory and stock records and responsible in filing all the delivery notes copy, issuing copy of materials used and any important documents.
~Reports to Area Sales Manager
`Responsible for achieving sales and collection targets of territory
`Responsible for developing new accounts and other sales opportunities in territory`
~Account management
~Prepare forecast and reports
~Ensure proper pipeline and merchandising at retail level.
~Provide assistance to sales and marketing for special projects
~Assistance in physical inventory
~Collection to the accounts.
• Performs any combination of following: Verifies and posts details of business transactions, such as funds received and disbursed; computes and records charges, refunds, cost of lost or damaged goods, freight charges, rentals and other similar items; prepares vouchers, invoices, cheques, account statements, reports and other records.
• Encoding, checking and filing payments of different outlet posted in the collection report from the sales representative to the system
• Transferring daily funds/debit for transportation allowances purposes of the sales representative to bank
• Responsible in releasing petty cash to the agents for their request transportation
• Checking the expenses report of the sales agents every cut off 15 days and make a financial report, and billing them through maintaining balance statement
• Monitoring forwarded invoices from central office
• Do follow-ups and coordinating.
* PESFA Scholarship - from 1st year to fourth year college * GPA - 1.75 equivalent to 90% * Honor graduate *Internship or On-The-Job-Training - From December 2003 – March 2004 - Andres Accounting Services Duties and Responsibilities: ~Book recording (booking) ~Encoding all data from the book (expenses, inventory) ~Responsible in entering account receivables (debit/credit) in accounting system ~Delivering and getting pertinent papers and documents to the clients and getting also the signatures of authorized person for the signatory of a certain documents. ~Deposit some amount of money to the bank by using check ~Auditing and computing Income Tax Return and Value Added Tax ~Systematic filing documents
