Services Coordinator
Al Masaood Oil Industry Supplies & Services
Total des années d'expérience :13 years, 6 Mois
• Complete Administrative support to all the operations related to the Integrity Department & its Employees, Manager, Supervisor & Engineers etc.
• Invoicing to different clients e.g.- ADNOC (through SAP Ariba), DP, SNOC, FCP-Algeria, Qatar Gas, Qatar Petroleum, Descon Engineering, TR Engineering etc. for the department.
• Preparing spreadsheet to monitor the Project Activities & Reporting etc. for department.
• Assistance in Bidding & Tendering- both Technical & Commercial. Preparing bid submission documents, Letters, Organizational charts, Manpower strength, Qualification documents etc.
• Preparing, Filing & record keeping for complete department’s documents, Manpower records, their Trainings, Security passes (CICPA / CNIA) etc.
• Resourcing & Shortlisting CVs relevant to Integrity & Corrosion Engineering Services for different Projects.
• On-boarding assistant to New Joiners- Interview Assessment, their Visa Stamping, Medical, HSE Training etc. Renewal of LOA & CNIA Security Passes.
• Looking after & making Expense claims to receive the Petty Cash in order to run the operations smoothly.
• Complete assistance on Visa, Insurance, Ticketing & other HR/PR related coordination with dept. employees.
• Assist department manager in making of Accruals & other spreadsheet for operations & projects.
• Single Focal Point for All Department related operations, projects & documents etc.
• Collecting Timesheets & preparing monthly OT sheet from different projects like 6 sites of GASCO, ADNOC Onshore, ADNOC offshore, Qatar Petroleum, Qatar Gas, FCP-Sonatrach-Algeria etc.
• Apart from all above, I am responsible for defining clear contingency and backup plans in case of any emergency, which may occur on sites as well during projects executions.
• Assist Project/Construction Manager.
• Lead and direct the Admin team to deliver a comprehensive HR/Admin service to the project function.
• Resourcing all facilities including Camp Accommodation management & supply for project requirement like Transport, equipment, Fuel and other needs.
• Processing payments to external partners and maintaining updated records of invoices and receipts.
• Prepare, maintain and control the Manpower record, their Visa & Labor card applications, Insurance enrollment, Resident ID & attendance Time-sheet for the Site staff & workers.
• Prepare daily Manpower allocation as per the requirements on different sites.
• Conduct orientation programs for new employees to explain policies, procedures, benefits and other employment conditions.
• Maintain & administer facility promotional procedures, payroll changes, and performance reviews.
• Coordinate travel arrangements for Staff & workers as per their needs.
• Maintain the record for invoices and Petty Cash Management.
• Conduct & Coordinate the Events like HSE Induction, Trainings, Award Distribution & other Labor Welfare Programs.
• Liaise with other HR Admin functions to help ensure talent acquisition processes are carried out effectively and efficiently.
• Act as a site Document Controller and Control the distribution of AFC Drawings to different department, generate, submit & maintain record of Transmittals to client and update the MDR accordingly.
• Assist in planning, Quality Control Team (Dossier Preparation), HSE Team, Procurement and Material control Team with compliance to Project scope.
• Administer the filing system to ensure to perform according to project QHSE compliance and minimize the Non-Conformance Report at the time of Internal & Client Audit.
• Assist Planning Team to prepare Organogram, DPR & Minutes of Meeting for ADNOC’s Weekly & Monthly meeting. Also arrange the daily Construction Meeting with Site Staff & Engineers to make sure the daily progress is in good swing.
• Liaise with clients to identify and define project requirements, scope and objectives
• Make certain that clients' needs are met as the project evolves.
• Help prepare project proposals, timeframes, schedule, reports and budget.
• Act as the point of contact and communicate project status adequately to all participants.
• Project Administration and Payroll management.
• Assist Construction Managers and engineers regarding their administrative needs and work as connecting member between different departments from project site to Head office especially with HR and Account department.
• Liaise with client to monitor project development and comprehensive support to project function.
• Conduct orientated & induction program for new recruits for site.
• Assist Project In-charge.
• Maintain & administer facility promotional procedures, RFI's, E-PW (electronic work permit), payroll changes, and new recruitments orientation training, and Residence ID (Iqama) renewal coordination, GOSI & Medical Insurance Coordination, salary distribution on-site, local recruitment analysis (Supply manpower & equipment) and performance reviews.
• Preparing hard copies and soft copies as final dossier to client.
• Controls issuance of ARAMCO document numbers, including maintenance of proper document registers for EPC, detail engineering or construction engineering project.
• Maintain project database in Electronic Document Management environment, including Internet base document management system.
• Preparing and maintaining AFC and As-built for EPC, detail engineering or construction engineering project, either for in-house use or for onward transmittal to Client/s during project close-out.
• Monitoring and day-to-day supervision of Documents flow from PMT to Contractors. Working independently to facilitate work group activities in the support department like EPC-14 Project Inspection Div., Vendor Inspection Div. and Saudi Aramco Affairs Services Dept. Managing the archival activities for controlling documents and validation of documentation files.
• Attending weekly construction meetings along with the Department Managers and ensure that only CONTROLLED copies of latest revision of work instructions and procedures are used by personnel.
• Respond to general correspondence, emails, and telephone enquiries, prepare presentations, arrange meetings, obtain quotes from vendors, arrange gate and security passes, raise LPOs, verify supplier invoices and follow up on tenders, quotes, submissions, change documents and outstanding payments.
• Resourcing all facilities & supply for project requirement, facilities management, transport and other requirement regarding projects.
• Coordinate with the document controllers from other Saudi Aramco management Unit / Division and provides assistance, prepare schedules and maintains the Project Manager’s Diary, prepares Daily, Weekly and Monthly reports, independently composing correspondence, memoranda, and minutes of the meeting and ensures efficiency in receiving, filling and securing the documents.
• Liaise with departmental managers and HR team to monitor ID renewal and payroll update information.
• Conduct orientation programs for new employees to explain policies, procedures, benefits and other employment conditions.
• Process invoice & quotation from Vendors and Suppliers.
• Lead and direct the Admin team to deliver a comprehensive HR/Admin service to the project function.
• Act as the point of contact and communicate project status adequately to all participants specially clients and subcontract companies.
• Build and maintain new and existing relationships with introductory sources for example financial brokers, insolvency practitioners, accountants, banks, clients etc. & liaise with different clients & ongoing projects. Also liaise & administer with local government authorities for different approvals and authorization.
• Complete administrative & Secretarial support to seniors and managerial posts.
• Recommendation to HR team for new recruitments need to ongoing or coming projects.
Deal with complex disciplinary/grievance and HR issues, using HR and company knowledge evidencing appropriate decision making skills.
•Recruitment- Local hiring & mobilization of manpower for overseas recruiting managers for their various projects abroad.
•Perform administrative and clerical tasks and may oversee office staff. Attend meetings and keep minutes. Receive and screen phone calls and redirect them when appropriate. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.). Make travel arrangements for executives. Handle confidential documents ensuring they remain secure. Prepare invoices or financial statements and provide assistance in bookkeeping. Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders. Maintain electronic and paper records ensuring information is organized and easily accessible. Conduct research and prepare presentations or reports as assigned. Complete secretarial and assistive support to Administrative team & HR team of the company.
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