Administrative Technical Assistant/ Document Controller
Emirates Nuclear Energy Corporation (ENEC)
Total years of experience :20 years, 0 Months
Provide a complete secretarial and administrative service to Director, Manager, Head of Section and team members to streamline and organize work;
Handles multiple tasks simultaneously, prioritizing and completing assignments within established deadlines;
Produce document and track correspondence includes outgoing letters, memos, minutes of meeting, emails, DOW, team work plan, weekly and monthly report, from initiation to completion and address each within the timeframes;
Using electronic document management system; Knowledge of D2(Documentum) ECMS -Enterprise Content Management System, SAP(LDM);
Awareness of metadata/technical info/tags/attributes of engineering and non-engineering documents; Perform quality check on records including authentication &processing them in ECMS; Ensure proper document control support is given to each project preparation . Updating all incoming/outgoing correspondence, technical document logs and maintaining a proper electronic system filling system for the assigned projects;
Ensure that Monthly and Weekly meetings discussion are well documented by preparing minutes of meeting/ meeting action logs that needs to discussed and follow up;
Provide complete telephone and correspondence services, routing correspondence and calls as necessary and replying where appropriate to ensure that all mails and calls are dealt with efficiently;
Prepare and coordinate details for meetings, conferences, business functions, travel arrangement and ensuring they adhere to ENEC quality standards and expectations;
Produce various forms of documentation such as Monthly &Weekly reports, presentations, meeting materials, and update database regularly (ACCV &CCV, Oversight Checklist, DTRs, DNRs and Holiday Work Coverage).
Accurate and timely manner in submission of technical documents to DCRM of all Construction Division Checklist (oversight, safety sweep, maintenance and preservation), Construction Completion Verification (CCV and ACCV), DTRs, CDP and As-built to ensure project schedule timelines are met.
Administer and update database log on a timely basis as a source data to support the current inputs for the Construction Activities Monthly KPI.
Processing, tracking and initiating documents ei; Procedures, Forms, Reference Document in DDRT System (Document Development Revision Tracking) upon confirmation of the Document Developer for the approval of the FEL (Function Element & Management System).
Remind and coordinate DTR’s Responder and DNR’s Initiator and Owner to meet all deadlines on timely basis. Follow up Team and Contractor for their responses to mitigate the delay of submission;
Execute full coordination with all other departments and team members for taking care of day-to-day administrative and operation task includes HR Personnel and Security Team, HSE Team for Safety Training, General Services for PPE requirement, transportation, accommodation queries, ICT for all computer peripherals of Construction Division.
(ACC) ARABIAN CONSTRUCTION COMPANY
(May 31, 2010 - Present)
Location: PO BOX 2113, Al Reem Island, Sky Tower (29th and 30th Floor)
Tel: +971 02 6155397, Fax: +971 02 6155022
SECRETARY TO SENIOR MANAGEMENT Cum TECHNICAL ASSISTANT
Handling Day to Day activities of Sr. Management.
Scheduling meetings, calendar and correspondence.
Involved with co-ordination and implementation of office procedures and responsibility for specific projects and tasks.
Execute general duties, handle confidential and sensitive information.
Conduct weekly diary meetings with the Sr. Management to discuss upcoming engagements, invitations and other requests.
Schedule on behalf of the Sr. Management’s meetings between him and his direct reports and the committees and groups.
Manage and maintain the Sr. Management’s diary and email account.
Filter emails, highlight urgent correspondence, print attachment and show to Sr. Manager all mails that need an action and reply.
Remind and discussing the important matters to Senior Manager.
Filter general information, queries, phone calls and invitations to the Sr. Management by redirecting or taking forward such contact as appropriate.
Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Sr. Management.
Prepare correspondence on behalf of the Sr. Management, including the drafting of general replies.
Liaise with relevant individuals, external organizations etc to arrange meetings prepare agendas and draft minutes.
Keep and retrieve files.
Booking rooms and conference facilities.
Perform searches needed information by using Internet.
Duties as Technical Assistant- to make sure that the all documentation to be submitted to Client, is as per Instruction to Bid (ITB) and coordinates to other departments and Managers prior to submission of Technical Bid.
Assisting Commercial Managers for finalizing Contract Agreements/Memorandum of Understanding
Ensure guests meeting with the Sr. Management are well taken care of.
AL MAZROUI TRADING AND GENERAL SERVICES (Oilfield Division)
(November 20, 2005 - Nov 2009) 4 years
Location: PO BOX 97, Al Yasat Bldg., Electra St., Abu Dhabi, UAE
TEL: 02 6720730; FAX: 02 6742422
PURCHASER Cum SECRETARY
❖ Receives inquiries from clients
❖ Receives telephones calls/ screening calls for every designated managers
❖ Search for suppliers / manufacturers / products for client's requirement.
❖ Prepares proposal/quotations for submission to client ( NDC, ZADCO, ADMA OPCO, ADCO, ADNOC & NWD-Libya)
❖ Arriving at fair and reasonable price & terms
❖ Receives & prepares Tenders for submission to Client
❖ Prepares proposal of Technical Bid & Commercial Bid Tender to Client
❖ Ongoing supplier management, utilizing ongoing review and ensuring contracts are adhered to.
❖ Prepares purchase order for suppliers.
❖ Prepares order status report for submission to Deputy General Manager
❖ Follow-up deliveries of suppliers
❖ Prepares custom duty letter exemption & delivery note prior to the delivery time
❖ Arrange delivery of the orders and prepare invoices
❖ Follow up payment of Clients
❖ Prepares business correspondences as requested by manager and Management Reporting.
❖ Respond to queries from Finance with both accurate and timely information.
❖ Filing and other clerical job
TREASURE PACKAGING CORPORATION (June 2004- November 2005)
Location: Hernan Cortes St. Manduae City (Cebu)
COST ACCOUNTING STAFF
❖ Responsible for analyzing the computation of pricing for all new items and revised Stock
Keeping Unit (SKU) . This is a process for the submission of the Company Price Quotation
❖ Provide data to request SKU'S in reference to price adjustment. Ensure that all information are accurate and must always favor to the company all times
❖ Responsible in keeping all vital data and documents relevant to price computation.
E.g: "price factor, "paper cost", "paper combination" etc
❖ Performs multi-function /multi-dimension job by being able to perform the jobs of the other customer services staff during their absence.
TREASURE PACKAGING CORPORATION - (May 2003 - June 2004)
ACCOUNTS RECEIVABLE STAFF
❖ Performed calculating, posting and verifying duties to obtain financial data for use in maintaining accounting records.
❖ Complied and sorted documents, such as invoices and cheques, sub staining business
transactions.
❖ Verified details of business transactions, such as funds received and disbursed, and totaled accounts, using calculator and computer.
❖ Posted details of business transactions.
❖ Computed and recorded charges, refunds, cost of lost or damaged goods, freight charges & rentals.
College: Saint Joseph College Tunga-tunga, Maasin City, Southern Leyte Bachelor of Science in Accountancy (1999-2003)