Project Administrator/ Document Controller
Penspen International Limited
مجموع سنوات الخبرة :15 years, 2 أشهر
• Register, internally distribute and archive all official correspondences from/to Client (letters, Circulations, etc..).
• Register and monitor all transmittals between PMC task force team and ADNOC, in addition to monitor communication channels with other departments internally within Penspen.
• Coordinate with HR and Project Team to submit CV Approval Forms officially to ADNOC.
• Format screened CVs to PENSPEN approved format.
• Coordinate with HR and Project Team to submit CV Approval Forms officially to ADNOC.
• Arranging interview for the Candidates with the ADNOC.
• Follow-up with ADNOC client on the Status of CV’s
• Preparation of documents for the candidate selected by Client.
• Preparation of PMC Monthly and Weekly Reports for different projects for ADNOC
• Coordinate between ADNOC and HR Recruiters for proposed interview timings, follow-up with Client for completed interviews.
• Preparation and submission of Manpower Mobilization Request (MMR) and Manpower Demobilization Request (MDR) to Client insuring all approvals.
• Coordinate with HR Department for Client updates and ongoing open requirements.
• Preparation and submission of special passes request forms as required by Client (ADNOC ID, CICPA, etc..) in addition to associated Letter of Assistance (LOA)
• Issue Purchase requisition and communication with sub-contractors of Personal Protective Equipment, Transportation, Shipment Couriers, etc.
• Monitor the PPEs inventory available in office and manage quantities to avoid mobilization interruption of PMC candidates to site.
• Coordinate with HR for PMC Candidates leave registers, leave accrual, expense claims.
• Continually update of PMC Master tracker (tracking of Sourcing, CV submission, rejection, MMR, approved candidate status, Joiners etc.)
• Issue of Weekly and Monthly PMC status reports to Client for different projects.
• Carry on Induction to new PMC joiners (in addition to HR standard Induction as per Penspen Policy)
• Mapping and Tagging PMC candidates in Agresso system.
• Monitoring and tracking of weekly timesheets submitted by PMC in Agresso
• PMC In-house Engineering document control of transmittals & deliverables.
• Work directly with the PM and assist him in accomplishing daily operational tasks.
• Prepare and manage correspondence, reports and documents - Letters / Memos / File Notes / MOC.
• Prepare /Maintain presentations and spreadsheets.
• Organize and co-ordinate meetings and maintain calendars.
• Maintain confidential documents and update Contact Lists.
• Prepare Project filing and maintain electronic / paper filing.
• Focal Point of contact for dealing with all internal requests related to other Departments.
• Maintain MMR's / Interview Records for PMC staffs.
• Maintain Employee Records / Leave Records for PMC employees.
• Arranging PPE for PMC personnel.
• Follow up and report on day-to-day project activities.
• Effective tracking and follow-up of applications through online and personal contacts.
• Checking/Implementing Penspen Quality procedures for all Documents
• Updating Document Control Register and all Correspondence Registers
• Updating Deliverables Submission Register & report to Planning Engineer the weekly progress of each discipline.
• Issuing documents (WRENCH) to the Client on day today basic.
• Other tasks as required by the PM and Focal point for any of the project related queries.
• Routine day to day administrative services to assist the proficient operation of the office.
Register, internally distribute and archive all official correspondences from/to Client (letters, Circulations, etc..).
•Register and monitor all transmittals between PMC task force team and ADNOC, in addition to monitor communication channels with other departments internally within Penspen.
•Coordinate with HR and Project Team to submit CV
•Issue of Weekly and Monthly PMC status reports to Client for different projects.
•Carry on Induction to new PMC joiners (in addition to HR standard Induction as per Penspen Policy)
•Mapping and Tagging PMC candidates in Agresso system.
•Monitoring and tracking of weekly timesheets submitted by PMC in Agresso
•PMC In-house Engineering document control of transmittals & deliverables.
•Work directly with the PM and assist him in accomplishing daily operational tasks.
•Prepare and manage correspondence, reports and documents - Letters / Memos / File Notes / MOC.
•Prepare /Maintain presentations and spreadsheets.
•Organize and co-ordinate meetings and maintain calendars.
•Maintain confidential documents and update Contact Lists.
•Prepare Project filing and maintain electronic / paper filing.
•Focal Point of contact for dealing with all internal requests related to other Departments.
•Maintain MMR's / Interview Records for PMC staffs.
•Maintain Employee Records / Leave Records for PMC employees.
•Arranging PPE for PMC personnel.
•Follow up and report on day-to-day project activities.
•Effective tracking and follow-up of applications through online and personal contacts.
•Checking/Implementing Penspen Quality procedures for all Documents
•Updating Document Control Register and all Correspondence Registers
•Updating Deliverables Submission Register & report to Planning Engineer the weekly progress of each discipline.
•Issuing documents (WRENCH) to the Client on day today basic.
•Other tasks as required by the PM and Focal point for any of the project related queries.
•Routine day to day administrative services to assist the proficient operation of the office
Mobilization of new employee including flight booking and hotel booking
•Employee orientation, development and training logistics and record keeping
•Compensation and benefits administration and recordkeeping
•Employee safety, welfare, wellness and health reporting
•Maintaining employee files and the HR filing system
•Assisting with day to day efficient operation of HR department
•Managing and maintaining staff personal records
•Recording all employee’s information in Management Information System (MIS)
•Liaising with Public Relation Officer, delegating and monitoring tasks related to Labor and Passport office for processing work permit and their renewal, business travel visas, mission visa etc.
•Responsible for facilitating the documentation of employees from mobilizing to demobilizing, initiating and completing various other processes involved.
•Providing service to employees for Accommodation, transportation, medical, utilities etc.
•Providing assistances and advice to line manager for the succession of planning in order to ensure continuity due to promotion, transfer absence or discontinuation of service and identify employee who can be replace these positions
Answering all the variances of the store whenever there is discrepancy in the weekly inventory of all the items.
•Responsible for receiving all the items that is being delivered to the store.
•Making daily inventory for the accuracy of the stocks.
•Sorting and Filing data
•Answering telephone, collection of mails, faxes, messages etc.
•Making Schedule for Cheque dates and get it signed for approval.
•Distribution of cheque for both suppliers and employee’s cheque
•Worked in coordination with the accounts and operation Department.
•Preparing and entering journal vouchers, payment vouchers, receipt vouchers, invoices in the accounting software.
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courses: Certificate in
courses: Certificate in