Executive Secretary
Al Swayeh Co. Trade - Agri -cont. (LTD)
مجموع سنوات الخبرة :23 years, 4 أشهر
Responsibilities:
* Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
* Attend meetings and keep minutes
* Receive and screen phone calls and redirect them when appropriate
* Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
* Make travel arrangements for executives
* Handle confidential documents ensuring they remain secure
* Prepare invoices or financial statements and provide assistance in bookkeeping
* Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
* Maintain electronic and paper records ensuring information is organized and easily accessible
* Conduct research and prepare presentations or reports as assigned
Document Controller
* Exposure in Engineering design office, experience in leading a small group of Document Controllers, managing Site Document Control team, in addition to the execution of my own document control duties.
* I am responsible for the effective and efficient document control of all engineering documents, in accordance with the established procedures.
* Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
* Maintain registers of all receipts and issues or submissions of documents and correspondence.
* Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.
* Ability to plan, organize, lead and coordinate the Document Control function within our multidisciplinary Engineering group, in order to meet the needs of the projects, proposals and Company’s quality requirements and timely deadlines (milestones).
* Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
* Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.
* Perform document control & Quality management activities.
* Maintain procedures for maintaining documents and manage change control of documents.
* Reporting on the performance of the document control system for review and as a basis for improvement of the documents control system.
* Work closely and liaise with contractors’ document control group in all matters relating to document control.
* Maintain document logs for correspondence, material approval submittals, shop drawing, RFI (incoming & outgoing).
* Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.
* To ensure compliance with quality assurance requirements at all time.
* Coordinate engineering key performance indicators.
Valuation & Certificates :
Preparing monthly Payment Certificate for Client all data input for invoice, covering sheet, summary in English & Arabic also preparing MOS Schedules invoice etc.
Variations :
Preparing Variation Order Breakdown for the items and insert the variation order in Payment Certificate for Client.
Progress Schedules & Charts:
Preparing all type data of progress schedules and charts weekly and monthly for Consultant and Client.
Planning & Cost Control:
All data entry for planning and cost control rate analysis revised the quantities, Cost internal invoices, Budget invoice, different type of summary and schedules etc.
Store Data Entry:
All data entry from the Delivery Notes and Invoices received & issued for Civil, Architectural, Sanitary & Plumbing and Elect.
Stores.
Preparing the Store Summary report for the accounts department.
Sub-contractors :
Preparing all data entry for sub-contractor's monthly payment certificates for account department.
Responsible for computer section & a different type of package application software under windows-95, 97, 98, in Excel 5.0 with arabic support, winword 6.0, Power Point and Database III Plus & IV, Fox Pro., Quatro Plus etc.
Responsible for installation, Maintenance, Operation and sales different type of Computers & Accessories to several companies and government department, Schools, Hospitals, banks. Also Join the Seminars and Exhibition regarding new model Computer's.
Continuing education classes in : - Introduction to the computer - Cobol Language I . - Cobol Language II. - Cobol Language Application I. - Cobol Language Application II. - Advanced Courses in English Language as a foreign language , L.L.C. , Heliopolis, Cairo - Additional course in advanced Basic language , Al-Alamiah SAKHR Center, Jeddah, K.S.A.