Administrative Secretary
Petro Rabigh Petrochemical
Total years of experience :6 years, 11 Months
Timekeeper:
• Obtaining access for Finger Print system in order to generate required time reports.
• To generate the Finger Print Timekeeping Report on daily basis and submit the same to Section Head/Dept. Manager.
• To receive the Medical Leave Certificate issued by approved physician/doctor for the employees availing medical leave and process the e-leave accordingly.
• Initiating the e-Leave request for short leave/annual vacation of employees in SAP and obtain approval from the delegated approver at least one week in advance.
• Initiating Overtime & Overtime Pre-approval
Secretarial:
• Answering Manager Phone Calls in his Absence. Taking Short Notes and update SFD Manager upon his Return.
• Prepare the daily Tickler File (T/F) for SFD Manager
• Prepare Overtime Pre-Approval Notes to be sent to IS VP for his approval
• Initiate in SAP Overtime Class Change for Approval
• Revise SFD Annual Vacation Plan once changes are approved by SFD Manager. Obtain signatures. Upload in the Shared Folder
• Prepare the monthly Cost sheet and highlight variances (Above & Under)
• Reserve / Book Conference Rooms for Meetings
• Printing Safety Recognition Certificates, and obtain P&CEO Approval
• Provide access authorization to SFD Employees to various Directories of Shared Folder after obtaining SFD Manager Approval
• Issuance of PPE and Uniforms to SFD Employees
• Consolidate SFD weekly highlights report. Once approved by SFD Manager send the summarized version (RDP). Send the complete Highlights to all Managers and Section Heads
• Updating SFD monthly staffing plan and recruitment
• Maintain office stationery (papers, printer cartridges, pens, etc.) for the Department
• Updating On Call on and Call out list in PR home page
• Schedule appointments, respond to emails and write and proofread letters, memorandums and other business correspondence
• Completed clerical tasks such as filing, copying and distributing mail.
• Creating My letter in Home Portal for any documents to be submit.
Purchasing:
• Initiating Purchase Requisitions in SAP
• Initiating Purchase Order in SAP
• Initiating Service Entry Sheet
Contract Administrator:
• Maintain the Contract Sub-Folder in the Shared Folder, and ensure it includes the sub-folders of all contracts, the contract administration procedure, and other information pertaining to the contracts.
• Provide update on all contracts in the Monthly Operational Review Meeting.
• Support SFD Manager and Section Heads in conducting the end-of-contract Evaluation in SAP through Transaction ZMM-136.