Executive Secretary/Personal Assistant
EGEC Qatar for Engineering Consultancy
Total des années d'expérience :18 years, 2 Mois
Responsibilities: Secretarial assistance to the management. Non-technical coordination with the project team, Client and sub-consultants. Provide support to Project Managers in the preparation and compilation of various project documents such as design, tender and technical documents/reports and specification etc. Multi-tasking skills and should be familiar with all things related to various documents. Maintaining documents received/sent on behalf of the team. Create and maintain outgoing document & correspondence register. Handle project communication in the absence of team members. Organize and supervise other office activities (recycling, renovations, event planning etc.). Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints. Serve visitors by greeting, welcoming, directing and announcing them appropriately. Answer, screen and forward any incoming phone calls while providing basic information when needed. Handling the booking reservation for tickets and hotels. Receive and sort daily mail/deliveries/couriers. Planning the priority of the submission & guiding the driver accordingly in regards to the same. Document and log work/rest periods and kilometers spent driving. Monitoring & supervising the daily work done by the office boys. Assist all departments when & where required. Provide the support and cooperation in regards to the Quality department requirements and Audits. Provide the support and cooperation in regards to the Business development & tenders management activities when requested.
Projects Handled: Construction of Fire Life Safety Modification Works for Existing 54 Nos. Government Schools & Kindergartens - Package One (28) Nos. Schools
Responsibilities: Preparing and uploading letters, managing documents and records in CDMS (Consolidated Document Management System) assuring that the documents are up to date. Receiving and Distributing submittals to the assigned engineers. Releasing documents to the Contractor. Monitoring stationaries at site. Keeping all the records up to date. Updating the correspondence log and submittal logs daily. Checking and responding to my email and on behalf of my manager. Arranging meeting and taking Minutes of Meeting for the project site. Filing and distributing incoming and outgoing letters in the system. Answer and direct phone calls. Assist in the preparation of regularly scheduled reports. Photocopy and print out documents on behalf of other colleagues. Provide general support to visitors. Performs other duties as assigned.
Projects Handled: Refurbishment of 9 Public Parks in Qatar Design and Build of Material Research Centre Design & Build of 5 Coast Guard Stations at Various Locations Construction of Satellite Building
Responsibilities: Preparing & uploading letters in FCTS (Formal Correspondence Tracking System) Managing documents and records in CDMS (Consolidated Document Management System) assuring that the documents are up to date. Updating the correspondence log for the assigned projects daily. Checking and responding to my email and on behalf of the Manager/s. Creating gate passes for the visitors. Arranging meeting and taking Minutes of Meeting for the project site. Filing and distributing incoming and outgoing letters in the system. Answer and direct phone calls. Handled multiple projects. Assist in the preparation of regularly scheduled reports. Photocopy and print out documents on behalf of other colleagues. Provide general support to visitors. Performs other duties as assigned.
Secretary/Document Controller
Head Office
Project: Construction and Refurbishment of 9 Public Parks in Qatar
Design and Build of Material Research Center
Design and Build for Five (5) Coast Guard Stations at Various Location
➢ Preparing and uploading letters in FCTS (Formal Correspondence Tracking System) to Government, Consultant and Contractors.
➢ Preparing internal memos (Payment, Closure of NCRs, etc.)
➢ Managing documents and records in CDMS (Consolidated Document Management System)
➢ Assuring that the documents is up to date.
➢ Updating the correspondence log for the assigned projects daily.
➢ Checking and responding to my email and on behalf of Manager.
➢ Creating gate passes for visitors.
➢ Arranging meeting and taking Minutes of Meeting for the project site.
➢ Filing and distributing incoming and outgoing letters in the system.
➢ Answer and direct phone calls.
➢ Handle multiple projects.
➢ Assist in the preparation of regularly scheduled reports.
➢ Photocopy and print out documents on behalf of other colleagues.
➢ Provide general support to visitors.
➢ Performs other duties as assigned.
Assisted management team in the identification of tenders to pursue contingent to
relative competitiveness workload and capabilities.
➢ Reviewed and supervised technical back up information and preparation of tender
submissions.
➢ Developed and issued documentation and operational guidelines in support of
complex tenders.
➢ Prepared technical and commercial write ups on company offers for inclusion in
tenders.
➢ Guide and direct tender toward successful closure to maximize long term contract
profitability.
➢ Manage tender documentation production and review for accuracy and completion.
Admin Department
➢ Organizing, arranging and coordinating meetings
➢ Sorting and distributing incoming and outgoing post
➢ Answer and direct phone calls
➢ Maintain contact lists, computer and manual filing systems
➢ Research and creates presentations
➢ Handle multiple projects
➢ Assist in the preparation of regularly scheduled reports
➢ Photocopy and print out documents on behalf of other colleagues
➢ Provide general support to visitors
➢ Assists or prepares correspondence.
➢ Processes mail.
➢ Performs other duties as assigned.
Projects Handled: Novo Cinemas - Msheireb Doha Downtown, Qatar Construction of 5 Star Hotels (3B+G+M+6+PH) at Rawdat Al Khail Construction of Hotel Apartment (3B+G+M+6+PH) at Rawdat Al Khail Construction of 3 Star Hotels (3B+G+M+7+PH) at Najma Installation of Steel Structure and Light Boxes (Signage) at Qatar Bridges
Responsibilities: Assisted management team in the identification of tenders to pursue contingent to relative competitiveness workload and capabilities. Reviewed and supervised technical back up information and preparation of tender submissions. Developed and issued documentation and operational guidelines in support of complex tenders. Assist in technical and commercial on company offers for inclusion in tenders. Guide and direct tender toward successful closure to maximize long term contract profitability. Manage tender documentation production and review for accuracy and completion. Organizing, arranging, and coordinating meetings Sorting and distributing incoming and outgoing posts. Answer and direct phone calls Maintain contact lists and manual filing systems. Research and create presentations. Assist in the preparation of regularly scheduled reports. Photocopy and print out documents on behalf of other colleagues. Provide general support to visitors. Preparing Submittals to be submitted to Consultant or Client. Assist in the planning and preparation of meetings. Maintain an adequate inventory of office supplies. Type confidential documents on a word-processing system Provide word-processing and secretarial support. Makes photocopies and performs other clerical functions. Files papers and documents into appropriate files. Handled multiple projects. Assists or prepares correspondence Processes mail Performs other duties as assigned.
Project: Renovation and Reconstruction of City Centre Doha Mall
Construction of Arwa Tower at Al Dafna
➢ Receive, direct and relay telephone messages and fax messages
➢ Maintain the general filing system and file all correspondence
➢ Assist in the planning and preparation of meetings
➢ Maintain an adequate inventory of office supplies
➢ Type confidential documents on a word-processing system
➢ Provide word-processing and secretarial support
➢ Makes photocopies, faxes document and performs other clerical functions.
➢ Files papers and documents into appropriate employee files.
➢ Assists or prepares correspondence.
➢ Processes mail.
➢ Performs other duties as assigned.
Projects Handled: Renovation and Reconstruction of City Centre Doha Mall Construction of Arwa Tower at Al Dafna
Responsibilities: Receive, direct and relay telephone messages and fax messages. Maintain the general filing system and file all correspondence. Assist in the planning and preparation of meetings. Maintain an adequate inventory of office supplies. Type confidential documents on a word-processing system Provide word-processing and secretarial support. Makes photocopies, faxes document, and performs other clerical functions. Files papers and documents into appropriate employee files. Assists or prepares correspondence Processes mail Performs other duties as assigned.
Receive, direct and relay telephone messages and fax messages
➢ Maintain the general filing system and file all correspondence
➢ Assist in the planning and preparation of meetings
➢ Maintain an adequate inventory of office supplies
➢ Respond to public inquiries
➢ Type confidential documents on a word-processing system
➢ Provide word-processing and secretarial support
➢ Performs other duties as assigned.
Responsibilities: Receive, direct and relay telephone messages and fax messages. Maintain the general filing system and file all correspondence. Assist in the planning and preparation of meetings. Maintain an adequate inventory of office supplies. Respond to public inquiries. Type confidential documents on a word-processing system. Provide word-processing and secretarial support. Performs other duties as assigned.
Provide the clients with the information they need and to address inquiries regarding
products and services.
➢ Assisting clients with their concerns and help them to resolve any customer
complaints.
➢ Maintaining a positive, empathetic, and professional attitude toward customers at all
times.
➢ Responding promptly to customer inquiries.
➢ Ensure customer satisfaction and provide professional customer support.
➢ Communicating and coordinating with colleagues as necessary.
➢ Maintains customer records by updating account information.
➢ Manage large amounts of incoming calls.
➢ Follow communication procedures, guidelines and policies.
➢ Escalating queries and concerns.
➢ Manage customers accounts.
Responsibilities: Provide the clients with the information they need and to address inquiries regarding products and services. Assisting clients with their concerns and helping them to resolve any customer complaints. Maintaining a positive, empathetic, and professional attitude toward customers always. Responding promptly to customer inquiries. Ensure customer satisfaction and provide professional customer support. Communicating and coordinating with colleagues as necessary. Maintains customer records by updating account information. Manage large amounts of incoming calls. Follow communication procedures, guidelines, and policies. Escalating queries and concerns. Manage customers accounts.
Assistance in Administration/HR tasks.
➢ Implementation of company policies and guidelines.
➢ Ensures operation of equipment by completing preventive maintenance
requirements; calling for repairs; maintaining equipment inventories; evaluating new
equipment and techniques.
➢ Provides information by answering questions and requests.
➢ Maintains supplies inventory by checking stock to determine inventory level;
anticipating needed supplies; placing and expediting orders for supplies; verifying
receipt of supplies.
➢ Maintained the human resource records of an organization’s employees. These
records included information such as name, address, job title, and earnings; benefits
such as health and life insurance.
➢ Recorded information and answered questions about employee absences and
supervisory reports on employees’ job performance.
➢ Prepared reports for managers elsewhere within the organization. For example, they
might compile a list of employees eligible for an award.
➢ Performed a variety of other clerical duties, including answering telephone or written
inquiries from the public, sending out announcements of job openings or job
examinations, and issuing application forms.
➢ Informed job applicants, by telephone or letter, of their acceptance or denial of
employment.
Responsibilities: Assistance in Administration/HR tasks. Implementation of company policies and guidelines. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Provides information by answering questions and requests. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Maintained the human resource records of an organizations employees. These records included information such as name, address, job title, & earnings; benefits such as health and life insurance. Recorded information and answered questions about employee absences and supervisory reports on employees job performance. Prepared reports for managers elsewhere within the organization. Performed a variety of other clerical duties, including answering telephone or written inquiries from the public, sending out announcements of job openings or job examinations, and issuing application forms. Informed job applicants by telephone/email of their acceptance or denial of employment.
