Administrative Assistant
Schlumberger -QATAR
Total years of experience :14 years, 5 Months
• Proactively perform the assigned duties and responsibilities in workforce group that will support in improving performance.
• Maintain files and records with effective filling system.
• Arrangement of flight ticket for newly mobilized personnel’s vacation/commuters’ trip in coordination with general services.
• Arrange Hotel booking room reservation of engineers coming to Qatar.
• Arrange PCR/Rat rest booking for those personnel coming in/out to Qatar.
• Arrange Offshore Medical QE/QG medical for Engineers and Contractors.
• Scan and Upload Lifting Certificate in SharePoint apps folder.
• Digitize all Certificate in SharePoint.
• Create Work order in Rite system.
• Prepare Endorsement Certificates for submission to QP.
• Coordinate with the pass team for Slick/Wireline contractor’s gate passes.
• Prepare the Undertaking letter and obtain for signature from Manager.
• Upload all Lifting Certificate in the Rite system
• Gather documents for renewal of Offshore Gate Pass
• Monitor of Ras Laffan/Offshore gate passes for all contractors.
• Update the Manpower List of Trainings Certificates, Passes and
Off shore medical and upload in Dawinci.
Preparing correspondence letter (Bank Letter, QDC letter, salary certificates, employment certificate etc.) as requested by the personnel’s.
Coordinate with the Bank agent for contractor’s bank related issue.
Arrange Employment Certificate as requested by engineering personnel’s.
Liaise with PRO (mandoop) All immigration application such as work visa/business visas/QID issuance /Exit permit, booking appointment for medical commission and finger printing, sponsorship transfer for all contractor’s.
Arrange booking for meeting room as requested by the Director.
Updating Petty Cash/Credit Card report for all office expenses and send to finance department.
Ticket flight booking arrangement for newly mobilized personnel’s/Business Trip/Annual vacation trip and for those overseas candidates in coordination with General Services.
Transportation arrangement for newly hire and overseas candidate for pick up from Doha Airport.
Coordinate with overseas candidates to do the medical and collect the required documents needed to further process their recruitment (Degrees authentications from responsible authorities, passport copy, medical results, experience certificates, application form and personal data form.
Coordinate with the PRO’s for acquiring driving license NOC for engineering personnel’s as requested.
Arrange the QG Onshore/Offshore medical appointment examination in clinic for contractor’s.
Arranging of H2S Oppito training /Safety Training for those contractor’s going for Offshore.
Proactive Performed a General Administration task.
Prepare file folder documents for newly hire contractor’s.
Upload all contractors’ documentations to Bullhorn ensuring documents file is mirrored.
Upload documentation to one drive as directed by the Manager.
Prepare and sending faxes and monitoring incoming faxes.
Printing all contractor’s invoices for delivery via Qpost to client.
Monitor and prepare renewal of Ras Lafan Gate passes for all contractor’s .
Arranging DVC/summary sheet/ MOI application form for permanent RLIC gate passes of contractor’s for final submission.
Prepare Offshore Application form for Permanent & Temporary Passes.
Job Description
•Proactively perform the assigned duties and responsibilities in Engineering Support Group that will support in improving performance.
•Preparing Schedule & Reservation for Meeting rooms & Posting of Confirmed Booking.
•Checking the Overtime Request before securing the Approval signature from the Eng. Manager.
•Control & Monitoring issuance of office equipments/gadgets such Mobile Phones, USB, Meter’s, Laser pointer, Clips H2s detector and Camera etc.
•Assist superiors on various official requirements.
•Typing, Photocopying, Scanning and Making Format in Computer.
•Preparing Transmittal Using CDMS and NGDMS .
•Control of Documents for EDM approval and submission to concerned division and securing approval.
•Filing and Document Control for all documents related in Engineering Group.
•All Administrative jobs including but not limited to preparing official documents, handling incoming and outgoing telephone calls.
•Posting of In House Memo in the Bulletin Boards.
•Sending mail reminders for Home leave for their Turn-over work.
•Update the Home leave reference number from filling Documents.
•Printing of documents from E-cosmos mail and distributed to concerned personnel.
•Update & Preparing information Package for new assignees.
•Proactively approach in Co-ordinating with finance unit for Engineers satisfaction.
•FAP/Shell Procedure preparation/Updation.
•MR Preparation and Submission.
•Arrangement of Safety PPE in QG/RG issuance in coordination with admin.
•Control and Issuance of Design Code and Standards.
•Transportation arrangement of Engineering unit personnels.
•Proactive Performed a General Administration Orientation for new assignees.
•Prepare information Package booklet Introduction for newly assigned personnels
•Compiles and maintains control records and related files.
•Post changes to computerized or manual control records, releases documents and notifies affected departments.
•Maintains related files.
•Prepare request for reproduction of documents.
•Operate reproduction equipments.
•Prepare reports, ITEO, MR, LOA and MOM
•Prepare and release Purchase Order using SAP (Madrid)
•Update the Tender Sheet of Material Requisition form.
•Uploading documents in Project Wise
•Update all requisition in Tender data base.
•Answer phone lines, bookkeeping, typing or word processing, office machine operation, and filing.
•Update the manpower of the scaffolding
•Checking and Encoding invoices of subcontractor
•Maintaining a record and file of the invoices.
•File receipts and other records according to the filing system used.
•Making a color coding examination
•Process an optional letter.
•Process request for gate pass
•Update the status training of scaffolding.
•Make a holiday and night work request
•Pass the arrangement report to the labor control.
•Make a daily work report.
•Attend and assist PM in all his needs.
•Coordinate and confirmed Conferences & meetings.
•Receives and distribute folders with MR, vouchers, Correspondence, etc.
•Maintain and compile project documents.
•Take messages.
•Fill up the following to input voucher.
•Input OCIMS.
Diploma Certificate