Administrator
Saudi Aramco / JGC Project
Total des années d'expérience :11 years, 11 Mois
● JGC hired employee and assigned to ARAMCO PMT office, report to SAPMT Projects Manager to support general administrative jobs and facility office maintenance and project logistics activities by supervising 04 office assistants and coordinating JGC facility management department.
● Providing administrative and general support services to client project design office as per the contract terms and condition.
● Office space allocation, coordinate parking, arrangement of visitor/permanent access pass for new hire and visitors. Transportation coordination, refreshment/food coordination, managing tea boys and janitors, supply of office stationaries, supply of kitchen and pantry items, supply of janitorial/housekeeping items.
● It and telecommunication requirement for projects team.
● Office furniture management, office renovation and addition modification coordination as per client.
● Maintain Project Facility as per HSE, ARAMCO and JGC standards.
● Request through ARAMCO system (VMS) for Aramco facility access pass and vehicle Pass (TAR) for employees (ARAMCO staffs, JGC staffs and sub-Contractors).
● Request and arrange through ARAMCO system (MGPS) material gate pass for stakeholder.
● Oracle Unifier (ARAMCO EPM) power user for document management for TQs, TS and GS.
● Distribute all technical documents through EPM system to concerned discipline engineer as per responsibility matrix.
● Maintain document log sheet (Excel) and Assist Project Engineer for document tracking, issuing comment packs to disciplines, tracking status of discipline comments, and reports.
● Work closely with Project Engineers and follow up and close all design review comments and engineering meeting actions.
● Advise Project Engineer of late action items produce status reports as required Establish document format / templates as required Maintain registers and filing system.
• Managing Project Management Department Office by supervising facility coordinator, sub-contractor, drivers, maintenance staffs, teaboys and janitors.
• Provide all administrative and general maintenance support services as per service contract and manage the services provided through those sub - contracts.
• Ensure that all maintenance of the Facilities is completed as per health, safety, environmental, security and as per Royal Commission standard.
• Work closely with sub-contractor to monitor the works.
• Arrange/Renew all required gate pass, material gate pass, vehicle pass, badges and other required IDs to sub-contractor and manpower vendors (staffs) to perform the job.
• Major responsibilities include, day to day office management, transportation co-ordination, coordinate fleet management, office supply, office visitor’s management, refreshment & food arrangement, VIP visitor management, Parking space management, solicit quotations for office renovation activities, asset management, furniture management, office space updates, office safety coordination, housekeeping, manage and update logs for all activities but not limited to pest control.
• New hire orientation support as per HR and Project Office guideline.
• Attention to Project Office immediate requirement associates with facility management.
● Assisting HR Department for its day to day administrative requirements
● Maintained HR & Administration files, documents and records
● Maintain employee personal files and records
● Drafting correspondences, circulars and memos to be issued under the signature of the HR General Manager
● Extending support to HR function as and when required - drafting Job Descriptions, HR
Circulars to staff, etc
● Compiling and consolidating Weekly Reports on the Recruitment progress, status of the attrition
and various other activities under each Division of HR Department
● Organize meetings; coordinating and following-up with HR General Managers on the agenda for the meetings and other matters of concerns as may be required by the Department from time to time
● Arranging Industrial Check Post Letter and Visitor Pass to candidates who are Invited for Interview as well as HR guests
● Organizing and booking conference room for Interview arrangement coordinating with recruiter
● Venue and logistics arrangement for interview campaign outside company
● On-boarding and new orientation training class arrangements for new recruits
● Scheduling meetings and appointments for the HR GM; arranging travel and accommodation for his business trips
● Prioritizing documents for review and approval of the Department GM
● Maintaining strict confidentiality of all matters pertaining to the HR Office
● Keep track of all office automation and office stationaries; order, issue and maintain stock
● Liaison between employee and HR department for general employee relation management ans Payroll management queries and concern
● Receive all employee request form; review and distribute to different division in the HR Dept. for its process. Record and file one copy in the HR file.