Executive Secretary to the General Construction Manager
Sky Oryx Joint Venture - Main Contractor of Hamad International Airport
Total years of experience :16 years, 11 Months
•Provided an efficient assistance to the General Manager in the daily operations of the office.
•Designated to take minutes of meeting and conducted research to prepare briefing materials and agenda for all executive-level meetings.
•Performed the execution of all paper works such as reviewing of incoming correspondences in coordination with the Commercial and Contracts Department.
•Supported Commercial Department in receiving Tender documents for scanning, updating the log and filing for easy retrieval.
•Prepared Document Transmittal Sheet.
•Handled the execution of all letters of reply, notices, memoranda and inquiries to and from the General Manager to Section Managers to the Engineers regarding construction issues, schedules and other concerns.
•Maintained and controlled all incoming and outgoing documents.
•Tracked and maintained data base and other related documents of staff, engineers and workers in our Department.
•Coordinate outstanding QAN’s Quality Action Notice and provide update to the responsible Engineer.
•Collects and coordinates data needed by technical staff i.e. Method Statement, MCI, and IFC Drawings, Shop drawings etc.
•Provides weekly report to senior technical manager regarding Daily Manpower, Safety Tour, Safety Action Notice, and Quality Action Notice Status.
•Ensured hard copy distribution to all Engineer of Inspection Test Plan (ITP’s), Method Statement (MS), Company Procedures (Quality Plan Procedure, Document Procedure, Quality Control Procedure etc., ), Field Inspection Observation Report (FIOR), Construction Technical Inquiry (CTI), Inspection Request Form (IRF - used by Engr. to do the daily Inspection), Material Submittals and Material Samples.
•Received and process job request to subcontractors
•Maintain documents for transmittal / distribution process of project documents to Subcontractors and Clients.
•Assisted the Section Managers and Engineers in preparation and circulation of Method statement.
•As one of the Member of Special Heavy Equipments Inspectors, I responsibly audit all the given work schedules, its commencement of work, numbers of materials
lifted and to ensure daily progress and productivity.
•Initiated the grant to conduct decent orientation and arrange induction venue to hold orientation, induction of new operators and other related activities.
•Supported the human resources department in the annual employee review process to manage performance merit increases.
Executive Secretary - General Construction Manager
Sky Oryx Joint Venture - Main Contractor: Passenger Terminal Complex CP-18
Facility Management - Hamad International Airport
Doha Qatar
March 2013 - December 2013
•Supports the Project Director in his daily activities and calendar management.
•Aids the HR Department in hiring of qualified and experienced staff including evaluation of personnel.
•Assists in the operations and provisions of skilled and competitive staff and workers of the organization.
•Takes minutes of meeting and prepare agenda for all executive-level meetings.
•Effectively communicate and collaborate with different levels of staff in their concerns and issues.
•Maintaining office systems, including data management and filing.
•Screening phone calls, enquiries and requests, and handling them when appropriate.
•Meeting and greeting visitors at all levels of seniority.
•Arrange schedules and confirm appointment with clients, contractor, subcontractors, department managers, supervisors and suppliers;
•Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
•Producing documents, briefing papers, reports and presentations.
•Monitor and maintain office equipment and supplies inventory
•Controls all documents which goes through Administration such as invoices, purchase requests, letter of credit, agreements, variation orders and other documents which requires company stamp and administration signature
•Prepare request and coordinate with Procurement Department.
•Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts.
•Experience of successfully working with senior management.