Document Controller / Secretary / Admin Assistant / Receptionist
ZAD Catering Services (member of Al Jaber Group)
Total years of experience :10 years, 7 months
General Duties
• General support to the Resources Manager and Operations Manager
• General coordination to all site coordinators and main office departments.
• Generates letters and/or memos.
• Arrange daily meetings, schedules, travel/bookings and reminders of the Managers both personal and business concerns.
• Liaise with other departments for all documents for signature and comments.
• Monitor and log Incoming and Outgoing Documents for further reference. Organize and update files for easy tracking and records.
• Review; segregate; scan; copies; file; fax and/or forward the documents/correspondence as per its purpose and concerns.
• Screens Incoming calls for transfer or any queries and in-coming visitors prior to meeting the Managers.
HR Related Duties
• Maintain updated main summary and tracking of all employees joined and joining to the company.
• Maintain updated main summary and tracking of general documentations of all employees.
• Maintain updated main summary and tracking of Food Handler Certificates of all employees.
• Create general summary of selected candidates with corresponding offered salary packages for issuance of offer letters.
• Monitors the progress of selected candidates until they joined and mobilized them to the work site.
• Coordinates and assist all employee concerns that relates to their rights and entitlements from the company not limited to leave, payroll, schedules, etc.
• Stands as main contact of all concerns of the employees to the head office or higher management and vice versa.
• Collect all monthly time cards then computes overtime entitlement as per on the attached time sheets.
Purchasing & Logistics Related Duties
• Generates request for all materials, supplies or equipment that are needed for operational uses. Then to issue LPO’s once the request is approved.
• Request and compare quotations base on the required and requested materials, supplies or equipment.
• Issue a memo for request for payments including advances for the approved LPO’s.
• Counter check all invoices against to the submitted LPO’s, quotations, and statement of accounts from the suppliers before submittal, distribution and closing.
• Gather all invoices documentation that relates to petty cash and create a summary for balancing before closing.
• Review all tender postings and circulate possible tenders of interest.
• Register the company to all firms that may require the catering services.
• Assist with the review and preparation of tenders for submittal.
Accounts Related Duties
• Review submitted transaction summary from each projects for computation of services fee as per the agreed amount in the contract.
• Create a summary and total amount of the services fees to be issued to the clients as per the submitted report by the coordinators in the camp.
• Submit the summary to the accounts for final checking and issuance of invoice for collection to the client.
• Prepare and update monthly projection of manpower monthly overtime and total salary.
• General support to the Property Manager and to the other staffs
• Assist and attend to the needs of all the tenants of the compound concerning maintenance, complains, requests, events and tour to the visitors and inquiring guests.
• Do all report and summaries of the compound sales and daily operations.
• Prepare the working schedules of the compound employees
• Train new employees for front desk, and coordinate other new employees to their respective departments.
• Represents our department for training at the Head Office about the new procedure and echo them/ train and implement it at work with all the employees.
• Handle and control the petty cash for any purchases of the compound.
• Ensure safety and standard procedure is followed as per the work requirement.
• Ensure safe food handling and safe F&B service is given.
• Counter checking of the expiry report of the products in F&B department, distribution of fire extinguishers, Liaise with maintenance for the proper housekeeping processes.
• Arrange daily meetings, schedules, travel/bookings and reminders of the General Manager both personal and business concerns.
• Give administrative support to the Engineers under the supervision of the Manager including drafting letters for internal and external communications.
• Liaise with other departments for all documents for signature and comments.
• Monitor and log Incoming and Outgoing Documents for further reference. Organize and update files for easy tracking and records.
• Screens Incoming calls for transfer or any queries and in coming visitors prior to meeting the Manager.
• Inspect implementation of civil work in accordance to the plans and specifications. Document their status and progress on site.
• Prepare daily report for inspection and approval.
• Receive routes and maintain records on incoming and outgoing correspondence.
• Monitors work in progress to ensure timely action on arising concerns.
• Complies, composes and reviews correspondence, documents and memo.
• Gather method statements and material specification from contractors for review.
• Update and control systematic personnel files for monitoring personnel movements.
• Updating the managers diary and organize daily appointments and meeting with other functional departments and representatives.
• Plan manpower requirement for upcoming events.
• Check Proper attire and gesture for every event of all employees.
• Set proper table set-up for upcoming events.
• Monitor inventory of supplies and equipment’s of banquet department.
• Ensure safe procedure of the food preparation is being followed.
• Provide quality service keeping the customers from coming. Offer professional assistance to all the guests.
• Maintain the cleanliness of the store.
• Monitor proper FIFO of stocks inventory.
• Serves as team leader in every station assigned.