Personal Assistant to VP
DAMAC Properties
Total years of experience :8 years, 1 Months
Handling travel arrangements, visas and accommodation related to the VPs trips ensuring getting the best rates.
Handling complex itineraries. Including airport drop off and pick up.
Issue Travel Request forms related to Business Travels and ensuring settling the VPs cash in advance and allowances once he returns.
Maintaining a proper filing system of important documents and emails.
Checking the outlook calendar on a daily basis.
Reserve meeting rooms, organize conference and video conference calls with Admin and IT departments accordingly if needed.
Handle frequent, last-minute scheduling adjustments.
Update VPs outlook contacts list and keep record of VIPs.
Proper follow up on signed documents and maintaining tracking lists with the documents that have been sent.
Responsible in receiving documents/submittals/correspondence from the Contractor.
Responsible in checking the complete documents submitted.
Sort out and log in into the local register of incoming/outgoing documents/submittals/drawings/correspondence before passing on the person concern.
In-charge in scanning/uploading the documents.
Putting necessary stamp for the incoming and outgoing documents and drawings from email, fax and hand carry.
Compilation and safe keeping of hard and soft copy files in accessible place including drawings.
Copy all the commented drawings from another set of drawings and stamp it as (resubmit, approved as noted, final design approved etc.)
Perform proper documentation and distribute according to standard distribution of rules and procedures i.e. labeling hard and soft copy files, etc.
Perform proper documentation to all the submittals/documents and maintain set-up filing system.
Perform other tasks that may assign from time to time.
- Preparation of Correspondences / Memos / Faxes to Consultant / Client / Subcontractors / Suppliers / Local Authorities as and when required.
- Received necessary submittals (Shop Drawing, Technical Submittal, Sample Tag Submittal, Inspections etc.) from the subcontractors and forward the same to the Consultant accordingly.
- Compliance with ISO procedures within the company and to ensure their compliance in all aspects.
- Take appropriate corrective and preventive actions in case any unconformity arises during the work.
- Plan, Organize and prioritize time and Workload of the Managers in order to accomplish tasks and meet deadlines.
- Communicate information and ideas clearly and concisely in writing, read and understand information presented in writing.
- Find, gather and collect information or data as and when required.
- Enter, transcribe, record, store or maintain information in either written or electronic form.
- To coordinate with the concerned Department to arrange and submit Technical information / Data / Submission of Documents.
- Distribution of Documents and correspondences and issue of relevant Documents to respective internal division to perform the duties during project execution.
- Scanning all documents to be archive as Softcopy in order to gather and collect on demand.
- Scheduling of Meeting with the Client/Consultant/Subcontractors and preparing Minutes of the Meeting.
- Straight Report to the Project Manager.
