Administrative Support
Parsons Brinckerhoff
Total years of experience :12 years, 11 Months
DOCUMENT CONTROLLER
Performs and coordinates the flow of technical documents (requisitions, data books, drawings, specifications, calculations etc.) between project operations, Engineering disciplines and other related support groups.
Maintains and establishes data distribution system and schedule for the assigned project based upon client, project and supplier requirements.
Expedites review, signature approval, and release of internally produced Programme documents.
Establishes and maintains files and computerized indexes for active Engineering documents.
Prepares transmittals for Engineering documents and requisitions.
Revise system or schedule as required to ensure timely approvals and distribution.
Establishing Project Specific Registers for all correspondences in accordance with Programme Document Control Procedure.
Establishing and maintaining a library for all type of correspondences/ Updating all type of registers.
Records, expedites, reviews and process the documentation
Ensures corporate documents are well checked and submitted on time prior to the documents submission due date.
Preparing/implementing an archive plan.
Create, supervise, and sustain tracking matrix, documents registry for incoming, outgoing, emails receive, submittals, transmittals and requests for information.
ADMINISTRATIVE SUPPORT
Prepare memos, letters and reports.
Executive Assistant to the Deputy Programme Directors/Programme Director
Continually manage desk allocations, computers / phones supplies for new joiners and existing staff
Assist in office space planning
Assist/work collaboratively with the Programme Director, Deputy Programme Directors,
Office Manager and ATM Coordinator to ensure optimum work flow of administrative procedures.
Arrange/schedule interviews of General Engineering Consultants candidates with Public Works Authority Committee(Ashghal)
Arrange/schedule and coordinate the Induction Briefing for new joiners
Prepare / maintain ATM (Authorisation to Mobilise)Weekly status reports/ records/ statistics and provide the updates to PWA, Programme Director, Deputy Programme Directors
Provide/prepare ATM hardcopies to the client.
Submit weekly General Engineering Consultants trackers to Area Delivery Teams
Supervise the Administrative Support Team and work collaboratively with the Deputy Programme Directors and Office Manager on the preparation of upcoming LR&DP events, GEC/PMC Monthly Progress briefing, Gateway Review and GEC Steering Committee meetings
Maintain trackers for pending action from which all issues assigned by the Programme Director and Deputy Director thru sharepoint will be monitored for close-out/completion. Assist the Admin support team in coordinating with their line managers and help them identify awaiting issues and concerns to be addressed.
Schedule/ coordinate Administrative Support Team meetings
Continually update PMC LRDP Organisational chart
Prepare/maintain/update the consolidated tracker submitted to the Programme Director and Deputy Director
Update/maintain Local Roads & Drainage Programme Home Page quarterly
Develop and maintain filing structure for incoming and outgoing correspondence
Update/track staff information and leave schedules
Receive documents to be signed/approved by the Programme Director/Deputy Directors and responsible for transmittal of signed/approved documents, reports, etc. to concerned departments/staff.
Act as point of contact on administration matters; ensure smooth functioning of the department in handling day today transaction.
Capable to manage daily office work and handle administrative operations including scheduling appointments, organizing events, correspondences, and recordkeeping.
Liaise between management and employees on all administration and personnel matters.
Plan and implement office systems, layout and equipment procurement
ADMINISTRATION
Act as point of contact on administration matters; ensure smooth functioning of the department in handling day today transaction.
Capable to manage daily office work and handle administrative operations including scheduling appointments, organizing events, correspondences, and recordkeeping.
Handle multiple priorities, meet deadlines and follow up critical issues.
Liaise between management and employees on all administration and personnel matters.
Coordinate with various groups within organization and provide accurate, efficient and committed office work support in completing daily activities.
Confer with other departments to exchange information, coordinate activities and promptly resolve issues.
Manage daily admin works whilst handling overall reception coordination which includes screening of all incoming calls, greeting clients, distribution of incoming emails and faxes.
Organize details of special events, travel arrangements, hotel bookings and conferences.
Prepare memos, letters and reports.
DOCUMENT CONTROL
Receiving documents to be signed/approved by the Executive Director | HR Manager and Personnel Manager from different departments.
Devise comprehensive filing system
Responsible for transmittal of signed/approved documents, reports, etc. to concerned departments/staff.
Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
HUMAN RESOURCE MANAGEMENT
| Resourcing & Development
Managing the complete recruitment life-cycle for sourcing the best talent from diverse sources after identification of manpower requirements.
Planning human resource requirements in consultation with heads of different functional & operational areas and conducting selection interviews.
Handling all the functions from employee joining to leaving formalities.
Executing career planning for employees.
Undertaking salary negotiations.
Instill and profess the institutional objective of SERVICE EXCELLENCE in operations, sale, marketing products and services; responsible for administrative functions.
Support staff in assigned project based work
Management of administrative details-ALL PROJECTS
Coordinate workflow
Update/chase delegated tasks to ensure PROGRESS TO DEADLINES
Keep projects on schedule
Maintain procedure manual to ensure consistent performance of routine
Create/modify submitted documents using Microsoft office
Set up/ coordinate meetings and conferences
Approve performance of general clerical duties of admin assistants
Maintain hardcopy/electronic filing system
Research prices/purchase office supplies and furniture
Coordinate/maintain records for staff
Improvement and retrieval of systems.
Compose business correspondence.
RECRUITMENT
Handling CVs of walk-in applicants
Sourcing CVs/ Initial telephone Interview from top management positions to junior, associate subordinate roles.
Arranging/confirming appointments and sending email to candidates for HR Manager interview.
Updating/monitoring Positions Report: Active, Filled, On-hold - start dates, flight and visa status
Updating candidate status database for each active and filled position - shortlisted, on hold, rejected applicants.
Maintaining, filing, securing submission of Candidates CVs for interview to the HR Manager.
Handling, maintaining CVs of rejected and shortlisted candidates.
Communicate verbally and in writing to answer inquiries and provide information to applicants.
Monitor/handles New Employee Checklist as follows:
- Sending request/coordinating with the Administrator for flight and hotel booking.
- Coordinating/follow up with new employees for the submission of necessary documents such as NOC, passports, educational certificates, signed contract.
Averaged at 93% 5th place in the Mock Board examination Consistent full Academic Scholar Full Scholar: Department of Education (TESDA)