Office Supervisor
Al Emadi Enterprises
Total years of experience :29 years, 0 Months
Monthly Manpower and Project Analysis.
•Organize and supervise other office activities (recycling, renovations, event planning etc.)
•Reporting to HR or Higher Management in daily basis.
•Evaluating employee’s performance and providing feedbacks if necessary.
•Handles deliveries for incoming and outgoing clearances.
•Tracks and monitors deliveries to ensure on time delivery.
•Develops reports on products/materials movements and various operational factory issues.
•Organize a toolbox meeting weekly to help workers recognize and control hazards that may be found on factory or construction sites.
•Check for accuracy and edit files, like contracts.
•Review and update technical documents (e.g. manuals and workflows).
•Distribute project-related copies to internal teams.
•File documents in physical and digital records.
•Create templates for future use.
•Retrieve files as requested by employees and clients.
•Manage the flow of documentation within the organization.
•Maintain confidentiality around sensitive information and terms of agreement.
•Maintains receiving, warehousing, and distribution operations by initiating, coordinating, and enforcing program, operational, and personnel policies and procedures.
•Controls inventory levels by conducting physical counts; reconciling with data system.
•Maintains physical condition of factory by planning and implementing new design layouts;
•Inspecting equipment; issuing work orders for repair and requisitions for replacement.
•Completes factory operational requirements by scheduling and assigning employees; following up on work results.
•Involving in recruitment by preparing job descriptions, posting ads and managing the hiring process.
•Support the development and implementation of HR initiatives and systems.
•Provide counseling on policies and procedures.
•Create and implement effective policies and procedures.
•Maintains factory staff by recruiting, selecting, orienting, and training employees.
•Maintains factory staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
•Develop training and development programs.
•Assist in performance management processes.
•Support the management of disciplinary and grievance issues.
•Maintain employee records according to policy and legal requirements.
•Review employment and working conditions to ensure legal compliance.
International Trading and Contracting Company OPC
West Bay, Doha, Qatar
to Managing Director / Office Supervisor
•Works closely with the Managing Director, General Manager and Commercial Manager to meet submission deadlines and produce quality reports.
•Provides comprehensive administrative secretarial support to Estimation department on a wide range of technical functions.
•Drafts non-technical correspondence, creating spreadsheets for data collation, preparation of organograms using Visio and creating PowerPoint presentations using imported images and text.
•Manages the onward distribution of incoming documents ensuring the Document Control procedures have been followed and urgent matters are brought to the attention of the relevant personnel.
•Maintains accurate records of outgoing documents/correspondence using the Correspondence Out Register.
•Maintains accurate records of electronic filing with respect to Prospects, ensuring the filing and referencing procedures are strictly adhered to so that traceability is maintained.
•Coordinates team meetings, prepare agenda, attend meetings, take notes and type up and distribute to all parties concerned.
•Arranges internal/external meetings/conference calls as and when requested, ensuring all parties are notified promptly and equipment and meeting rooms booked.
•Handles telephone calls, taking messages as necessary and making calls as instructed to clients/external contacts in a professional and timely manner. Deals with any routine enquires and escalate appropriately as required.
•Works as part of a team to ensure project submission deadlines are met and provide cover during their absence.
•Gives support with the training and development of junior employees and new starters as and when requested.
•Maintains confidentiality at all times and ensures any sensitive issues are dealt with appropriately.
•Ensures that Health & Safety is embedded into all work practices in line with company policies.
•Provides regular work status updates, including risks or concerns, to line manager.
•Attends and contributes in team and project meetings as required.
•Contributes to the delivery of the business unit strategy.
•Supports the companies approach to sustainability.
•Feedbacks on all business development opportunities
Technical Tender & Bid Coordinator
•Develops all tender-related scope templates (consultants and contractors), liaising with Legal Affairs when required.
•Reviews project scope received from Clients or other internal departments.
•Reviews short-listed consultants and contractors identified by Vendor Prequalification.
•Develops and updates the tendering plan and schedule.
•Performs packaging of RFIs and RFPs after receiving input and scopes from the Estimation team.
•Prepares and replies to “Expression of Interest” sent by the Clients and issues RFP to subcontractors.
•Receives and documents bids in coordination with Contracts section.
•Coordinates with suppliers and other internal departments on required documentation, completeness of bids and other bidding requirements.
•Performs commercial evaluation of bids and liaise with Design and Project teams for technical evaluation.
•Seeks assistance from Estimation team to evaluate contractors’ quotations.
•Develop criteria for suppliers’ prequalification in-line with the set standards.
•Manages the prequalification process and maintains a database of contractors, suppliers, and consultants while adhering to the prequalification policies.
•Prepares an invitation for prequalification including pre-qualification questionnaire / request for qualifications.
•Receives suppliers’ qualifications, evaluates and performs scoring based on pre-set criteria.
•Establishes list of preferred suppliers.
•Provides list of recommended vendors to Estimation team to initiate tendering process.
•Collects feedback from project teams to monitor contractors’ performance.
•Updates prequalification and list of contractors, suppliers, and consultants information on a regular basis.
the jobsite
•Acts as a
other reasonable job duties as requested by the Sheikh.
•Maintains confidentiality of proprietary information.
•Hires and oversees other household staff (housekeepers, cooks and helpers) as well as outside contractors and personnel (gardeners, chauffeurs and maintenance).
•Over-all in charge of gatherings, functions and meetings.
•Welcomes and acknowledges all guests; anticipates and addresses guests' service needs.
•Assists in food preparation as well as the serving of meals and drinks to guests; performs other services as requested, such as mixing and serving cocktails and tea.
•Answers the telephone and delivers messages.
•Monitors the day-to-day operations and needs of the household.
•Implements and follows all household safety and security policies and procedures.
•Reports any maintenance problems, safety hazards, accidents, or injuries.
a variety of materials such as interoffice communications, correspondence, presentations and reports of a routine and special nature.
•Responsible for the registration and routing of documentation; issues documents and invoices to suppliers and clients.
•Answers telephone calls, makes reservations and appointments, receives and responds to all levels of staff and general public and provides information and assistance whenever possible.
•Receives and processes classified information and treats them with strict confidentiality.
•Verifies, compiles and records a variety of data / information related to assigned work or department.
•Establishes and maintains a variety of records, log and filing systems according to area of responsibility.
•Coordinates assigned office functions with other departments as necessary.
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