Senior Secretary / Document Controller
Consolidated Contractors International Company
مجموع سنوات الخبرة :16 سنة, 10 أشهر
As a Sr. Secretary:
• Schedule Meetings. Makes arrangements for meetings, including booking venues, ensuring all participants are aware of timing and adequate supplies of stationery are available.
• Prepare memos and informing the required members.
• Prepare minutes of the meeting, and take care of correspondence (incoming and outgoing letters).
• Prepares computer-based draft correspondence to company standards from general guidelines provided by originator. Submits for review and types final version for signature and distribution.
• Keep in touch with clients (ADMA) as required by PM and PEM.
• Makes travel arrangements in a time-effective way, and coordinates Visa request applications and processing for the Embassy stamping.
• Replenishes stationery and arranges servicing of office equipment to ensure the project manager can function effectively and with minimum disruption.
• Observes and applies strict level of confidentiality and discretion in all matters related to work performance.
• Follows-up outstanding responses to requests, ensuring deadlines are adhered to.
• Receives calls and personal approaches and determines the nature of the enquiry in order that it can be directed to the appropriate person.
• Maintains staff records/files, data inputting, distributing internal and external documentation, arranging drivers and carrying out other tasks.
• Sorts and distributes mail ensuring correct destination is identified and promptness of delivery.
• Assist Document Control Engineer in day to day document control activities.
• Filing the Project Documents in the correct files under the supervision of Document Control Engineer.
• Distribute the Documents to the relevant parties in timely manner as per the distribution in the documents thru Site VBC.
• Data entry / Uploading of all documents using VBC under the supervision of Document Control Engineer.
• Logging of incoming and outgoing transmittals using Visual Byblos Cyberspace (VBC) system.
• Dealing with Engineering documents queries and providing suitable solutions to problems appealed by concerned person.
• Type a variety of forms, letters, and reports.
• Types routine correspondence and reports from dictation or handwritten copy using personal computer.
• Coordinates special projects and events, office activities and committee meetings.
• Organize and maintain office files and records.
• Operates personal computer to access e-mail, and other basic office support software.
• Maintains records through filing, retrieval, retention, storage, compilation, coding, updating and destruction.
• Prepares necessary reports that may be required by the management.
As a Timekeeping:
• Prepares monthly attendance sheet report.
• Completes and processes timesheets for PED Dept. using VBC Dashboard.
• Maintain timesheets in accurately and effectively manners by inputting the correct data in the attendance sheet report.
• Verify attendance and overtime hours worked thru gate access card record.
• Ensure timesheets are submitted and received by the accounts on time to issue accurate payroll adjustments.
• Responsible for uploading leave request thru VBC such as vacation, holidays, personal or sick days for all PED employees.
As a Document Control:
• Input document data (incoming and outgoing) into VBC (Visual Byblos Cyberspace) and ensuring that the information is accurate and up to date.
• Generate the various document control reports as required.
• Receives and stamps acknowledgement on transmittals of documents from the client.
• Preparing Cover sheet for the Documents and Distributing to concern discipline.
• Distributes Incoming and Outgoing Correspondences to appropriate engineers as per document discipline.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Maintain the files and control logs as required by the project