BUTZ عالم

Travel Coordination: Manage hotel bookings, transportation, and flight arrangements for the
Group Finance Managers international business trips outside the Kingdom of Saudi Arabia.

Communication Support: Handle incoming calls, direct them appropriately to the Group Finance Manager, and record messages when necessary.

CAPEX Review: Evaluate Capital Expenditure (CAPEX) submissions from business units, prepare detailed assessment and comparison sheets, and submit findings for managerial review and approval.

Payroll Reconciliation: Verify time management reports from the HR Payroll Department and
reconcile them with workflow submissions and attendance records.

Oracle Timekeeping: Enter employee check-in and check-out times into the Oracle system on a
weekly basis.

SharePoint Administration: Maintain and update SharePoint with weekly and monthly audit
reports, audit schedules, and employees annual vacation plans.

Interview Scheduling: Organize candidate interviews, both online and in-person, ensuring timely coordination with relevant stakeholders.

Onboarding Logistics: Arrange hotel accommodations, transportation, IT Assets, Employee ID
Card, and office allocation for newly hired employees in the Audit Department.

Task Management: Update MS Planner with daily and monthly employee activities and follow
up with staff to ensure timely completion of assignments.

Documentation: Draft memos and letters as directed by the Department Manager.

Attendance Monitoring: Maintain the departments daily attendance sheet and generate
monthly attendance and time utilization reports for the Group Finance Manager.

Petty Cash Management: Oversee the drivers petty cash allowance and maintain accurate
records of related expenditures.

Consistently uphold confidentiality in handling sensitive information, documents, and
communications across all tasks and interactions.

Document Management: Receive incoming letters, memos, and transmittals from contractors
and stakeholders; distribute them to Project Directors for review and compliance.

Reporting: Prepare and submit weekly status reports on outstanding and completed
correspondence to Executive Directors and stakeholders.

Invoice Coordination: Assist in processing invoices received from stakeholders and liaise with
Project Directors for review and approval.

System Monitoring: Track incoming transmittals and letters via the ISETIA system and maintain the pipeline tracking sheet for accurate documentation.

Meeting Coordination: Organize weekly meetings with stakeholders and communicate any
schedule changes or updates.

Approval Workflow: Review employee Prior Approval Forms (PAFs) and supporting documents
before forwarding them to the Executive Director for final approval.

Project Timeline Oversight: Support the team in monitoring construction deliverables and
timelines; notify the Project Manager one week prior to any approaching deadlines.

Version Control: Inform team members of updated document versions and ensure appropriate
access is granted.

SharePoint Administration: Upload and maintain manuals, policies, and procedures on
SharePoint to ensure accessibility and version accuracy.

Leave Management: Update and track employee leave balances, including sick leave and annual leave records.

Confidentiality Assurance: Uphold professionalism and confidentiality in handling sensitive
construction materials and documentation.

Executive Support: Provide high-level secretarial and administrative assistance to the CEO, while also supporting the Utilities Team in operational tasks.

Calendar Management: Maintain and update the CEO’s calendar and meeting schedule;
promptly notify the CEO of any changes or conflicts.

SharePoint Administration: Serve as Department SharePoint Administrator, responsible for
uploading, updating, and maintaining the Company Manual and Procedures.

Document Coordination: Receive incoming transmittals and letters from contractors; coordinate with the Director for timely review and action.

Tracking & Reporting: Update tracking sheets for incoming transmittals and ensure accurate
documentation on SharePoint; generate weekly reports on open and closed items for the
Director.

ERP Monitoring: Track employee requests for travel tickets, sick leave, and annual leave via the ERP system and notify the CEO for approval.

Team Collaboration: Work closely with team members to consolidate monthly achievements and compile comprehensive reports.

HR Onboarding Support: Assist the HR team in scheduling interviews and processing requests for IT assets, office supplies, ID cards, and gate pass access for new hires.

Communication Liaison: Act as a primary point of contact for internal and external
communications; manage business correspondence on behalf of the CEO and team.

Confidentiality & Professionalism: Handle construction-related materials and sensitive
information with discretion and professionalism.

Summary of Duties and Responsibilities: Performs high levels of administrative and secretarial services to the Chief Executive Oficer and members of the Senior Management Team, handling ofice-management duties, making travel arrangements, handling calendar, events, organizing reports and documents, answering phone calls, replying to business correspondence as necessary setting up meetings and screening visitors. Achievement: Successfully streamline the system and processes, such as developing and managing the SharePoint page of our department, Develop the spreadsheet to seamlessly monitor the ins and outs of the documents, mostly government business communication, and create a list of clients, which gives us a smooth way of communicating when it comes to sending meeting invitations and updates about the products and services.

Summary of Duties and Responsibilities:
Request and process visa application for expat candidate and coordinate with tie-up international agencies, generate weekly and monthly report in respect to the onboarding status, provide brief orientation for the newly hire.

Achievement:
Successfully managed to onboard 700 employees, both expatriates and Saudi nationals, as part of the team in developing the HR TALEO System and one of the contributors in developing the HR onboarding process.

•Handling (2) Departments the Change Management, HR-OD and EMDAD Project.
•Coordinate, Consolidate, and Prepare Monthly CM Dashboard report.
•Maintain, update and coordinate CM SharePoint Structure.
•Set up meeting; prepare PowerPoint, and food reservation for the event.
•Arranged reservation of flight schedule, hotel reservation and transportation service domestic and international business trip.
•Coordinate, follow up, and process of new and renewal visa application and ID of consultant.
•Create and Issued SSRS (Shared Service Request System) request for new consultant e.g. new email account, internet account, VPN and OCS system connection and other related concerns.
•Receive and screen incoming calls and visitors, determine which are priority matters and alert the executive accordingly.
•Read and screen incoming correspondence and reports, make preliminary assessment of the importance of Material and organize documents, handle some matters personally and forwards appropriately the materials to the Manager and staff.
•Set up, maintained office files, kept correspondence, and reports available for reference and efficient operation of the office.