Administrative assistant
Qatar Foundation
Total years of experience :19 years, 4 Months
Plans, organizes, coordinates and controls general directories administrative activities.
Drafts written communications like letters, memorandums and emails.
Schedule and organizes meetings and takes minutes of meetings.
Receives and directs incoming telephone calls to the Senior Manager / Director.
Devise and maintain office systems that ensure the efficiently of workflow.
Sorts, indexes and files documents as per established practice.
To translate documents from Arabic-English and vice versa as required.
Maintains and retrieves data in specified formats.
Receives and registers incoming and outgoing mail.
Maintain a verity of logs and files related to projects needs.
Coordinate with HR for new staff recruitment, scheduling interview of the candidates.
Transmits, Receives and records Fax messages.
Schedules use of meeting rooms and other office space for use by the staff, consultants and contractors
Performs administrative duties including typing and/ or word processing some correspondence and reports coming from the team
(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)
• Carrying out tasks of the day-to-day business related to the project.
• Organizing the correspondence circulation for the top management.
• Coordinating and processing Visas for the expat employees.
• Handling all Official Letters as well as the Site Field Memorandums from & to the consultant.
• Issuing and processing Base Passes for Employees from the Egyptian navy base.
• Handling all the business trips details and flight bookings and hotel reservations for the Project Directors
• Organizing business dinners and parties
• Maintaining and controlling the filing system.
• Responsible for coordination of all office equipment maintenance
• Coordinate the company driver’s movement and currier.
Admin. Responsibilities
• Carrying out tasks of the day-to-day business related to the project
• Tracking references for all letters and submittals sent to & received from the consultant
• Organizing the correspondence circulation for the top management.
• Coordinates and works closely with the Head of Operations on all aspects concerning Operations/Administration interface and with the various project Heads and Project managers.
• Administrate the contract budget.
• Collates project reports and develops various other reports on weekly/monthly basis as and when required.
• Opens and sorts the office correspondence, transmittals, Memorandums and e-mail, stamping, sorting and posting outgoing mail and replying suitably.
• Schedules internal / external meetings and appointments.
• Preparing and follow up the paper works for the foreigner’s visas.
• Responsible for coordination of all office equipment maintenance
• Directly supervises (3) additional personnel and (2) buyers
• Organizing the correspondence circulation for the top management
• Coordinate the company driver’s movement and currier.
Financial Responsibilities
• Control the company budget, Assists in workshop budgetary, Assists in budgetary billing, and financial management.
• maintaining accounts payable and managing office Operations, Assist with preparation of the budget
• Petty Cash Control
• Purchasing all company needs from supplies, IT Machines, company furniture.
• Financial work for Supporting the US Corps of Engineering’s Office
• Preparing and responsible for payroll for all the company employees
Filing system, E-Mail work, Computer work, Petty cash
Filing system, E-Mail work, Computer work, FTP download, scanning, faxing, follow up the transmittals documents and drawings, helper in making purchase orders (P.O), helper in making tenders, and entering data in Bechtel special programs
