Administrative Coordinator
Beirut Contracting & Gen. Building Maintenance Co. LLC
Total years of experience :15 years, 6 Months
Coordinate and communicate with the Manager & Project Engineer in scheduling of meetings, for correspondences & reports, documents, submittals & drawings needed for the projects, delegating the works to the employees both in office & on site as instructed by the Manager.
Coordinates the internal and external meetings, making sure everything is well prepared and organized.
Handling Petty Cash for office and site’s needs.
Maintain files & records with effective filing systems and custodian of important files, documents and other valuable things.
Maintain file records of personnel such as attendance, leave, vacation, absent and salary.
In-charge in Ticket Booking, Shipping of Documents & Goods and handling of EJARI registration and other online application/registration,
Monitoring the vehicle tracking system, fines, fuel, salik and vehicle insurance and license registration.
Coordinate with the Engineering regarding the materials required in site, updates on deliveries, daily report and other concerns.
Outsourcing of materials and negotiates with the suppliers, make LPO and follow-up delivery of orders.
Prepares payment and receipt voucher, salary sheet for bringing the fund in Al Ansari (WPS), deposit & encash cheque and collect payment of tenants.
Prepares BOQ, Tender, Payment Certificate, Project Report and Contract Agreements, Tenancy Contract & Notice of Renewal for Tenants.
Deal with clients and tenant’s complaints and issues.
Directly Reporting to the General Manager.
November 2007 - February 2009
Acting as first point of contact, dealing with phone calls, inquiries and emails.
Manages executive’s appointment and schedules and makes travel arrangements.
Handle petty cash disbursement and replenishment.
Issue receipt voucher, payment voucher and cheques.
Prepares correspondence and letters.
Prepares quotation and purchase order of materials.
Responsible in handling and maintaining of important files and documents to secure the confidentiality.
Performs other administrative tasks using independent judgment and discretion.
Undertakes audit assigned accounts or areas based on prepared schedules and in accordance with audit work program and procedures.
Prepares working papers/reports and recommendations on audit work completed
Conducts pre-auditing of various disbursements like purchases and repairs, replenishment of funds (both revolving and petty cash funds) Responsible in checking all the supplier’s vouchers to ensure proper attachments of all the documents needed
Conducts annual inventory and yearly actual cash count
Inspecting the delivery of supplies to make sure that everything is in proper delivery and in good quality.
BA-Management