Technical & Admin Assistant / Secretary to Dept Head
Tamouh Investments LLC
Total years of experience :20 years, 2 Months
Coordinate between consultants, external agencies, contractors, property owners and other utility services for assigned projects.
Over-all administrative support to Contracts Dept, MEP Dept and Tech & Planning Dept including arranging meetings, drafting letters, taking minutes when necessary, follow-up on actions and prepares office material requests using SAP-STO.
Coordination and monitoring approval status of Progress Payment Certificates (PPC) & Purchase Orders (POs) using SAP-Gui Production, Request for Approval (RFA), Employer’s Representative Instruction (ERI) and Variance Order (VOs)
Prepares and/or registers incoming and outgoing documents using Document Management System (DMS).
Maintains relevant documentation and help ensure that project status are tracked correctly; Prepares Site Progress Report (weekly/monthly/quarterly)
Undertake special tasks or project work as necessary which includes collation and reporting on relevant data
Provide technical support to the department for issuing/handling technical reports, PowerPoint presentations, concept design & sign-off drawings, development data (NFA/GFA/BUA), material submittals & shop drawings
Assists in monitoring actual site progress to meet the contractual milestone based on the project schedule. Responsible for communicating with relevant parties to conduct site inspection.
Documenting project issues/conditions. Maintaining organized and detailed project records such as Affection Plans, Building Permits, Authority Approvals & Submission Procedures
Maintain all office correspondence. Keep in touch with the Accounts Manager & General Manager on office administration.
Communicate on phone, email or fax with clients, vendors, contractors & employees
Schedule meetings, set appointments and take care of meeting details.
Supervise office staff and make sure that they produce the minimum required output and work according to office rules.
Induct new employees, give them training, explains new recruitments about their job responsibilities and informs them about office rules.
Maintenance of office equipments and other facilities in the organization.
Handling MEP inquiries from different Main Contractors / Clients.
Assist in preparation of Tender Documentation (BOQ, Technical Specification, Drawings)
Controlling of incoming and outgoing documents (offers, shop drawings, material submittals, BOQ & Tender Drawings)
Preparing Material Submittals for client approval
Checking the market for availability of materials and its prices
Supervise day to day transactions on material purchasing and delivery
Preparing Inquiries and Local Purchase Orders for the materials requested by the Site Engineers. Analyzes pricing trend from different Suppliers relative to MEP Materials
Accomplish good business relationship with the hard-to-get Suppliers and opened credit facilities for the Company
Handles International Routing and Rates
Ensures services for International Direct Dial (IDD)
Promote the company’s corporate image in international telecommunications community
Oversees details of voice exchange trading (matching, posting and monitoring)
Monitors day-to-day, weekly, monthly and annual traffic with revenue
Prepare/review commercial and operating agreements for GSM interconnection with international correspondents
Oversee technical implementation of international interconnection, evaluates ASR measurement / traffic performance with the coordination of IGF Operators and Network Performance Analyst.
Ensure proper implementation of Termination Rates and division of revenues in settlement with Foreign Partner.
Performs all administrative duties to the standards required to support the needs of the Division (Recruitment, Payroll and Training)
Answers any telephone inquiries
Typing of letters, memos and minutes of the meeting
Schedules appointments / interviews and maintains Division Head's calendar efficiently
Ensures proper requisitioning and controlling of office supplies
Ensures proper handling, use and maintenance of office equipment and cleanliness of work area
Display integrity and confidentiality
Test Administration and Interpretation of Psychological test of the applicants
Conducts orientation to the newly hired employees
Monitoring of fixed line connection and disconnection
Handles the ordering of telephone units
Data Encoding (Subscriber’s information)
Other Clerical activities