Executive Secretary
Salini Impregilo
Total years of experience :6 years, 10 Months
Reporting to the Project Manager
1. Provide office support services in order to ensure efficiency and effectiveness within the Management Department.
Main Activities
* Maintain the general filing system/ document control of all incoming and outgoing correspondence.
* Assist in the planning and preparation of meetings and conference
* Respond to internal or external inquiries
* Provide word-processing and secretarial support
* Ensure confidentiality of documents
2. Provide support to the following departments
2.1 Assist the Contract Department
2.2 Provide Document Control assistance
2.3 Project Controls support and perform other related duties as required.
(Document Controller - Oracle Primavera, Team Work)
Greet customers, complete necessary rental or parking information, disclose rates, terms and conditions of
rental and obtain customer signatures while using effective sales techniques to encourage customers to utilize
service options.
▪ Receive telephone calls and handle customer-related issues; direct other phone calls to appropriate personnel or
take messages.
▪ Complete, review and submit various reports to supervisor.
▪ Maintain and update rental agreement files; contract and notify customers of overdue rental vehicles and inquire
as to the expected date of return; process rental extensions.
▪ Balance money in counter drawers, retrieve amount of money collected during shift, complete deposit slip and
place money in safe.
▪ Enter and maintain information in location logs.
▪ Upload rented car details on RTA (police) site.
▪ Maintain cleanliness of the rental office area and perform associated custodial duties.
▪ Complete Car exchange requests in Computer system.
Receive, direct and relay telephone messages & direct the general public to the appropriate staff member.
▪ Open, sort, and distribute incoming correspondence, including faxes and email.
▪ File and retrieve corporate documents, records, and reports.
▪ Greet visitors and determine whether they should be given access to specific individuals.
▪ Perform general office duties such as ordering supplies, maintaining records management systems, and
performing basic bookkeeping work.
▪ Make travel arrangements for executives.
▪ Schedules appointments and meetings for executives and upper level staff.
▪ Supervises all administrative personnel. Tracks office supply inventory and approves supply orders.
▪ Monitors office operations
▪ Manages staff schedules & works with other units to coordinate
▪ Provide expert guidance and leadership to more junior staff.
Receive, direct and relay telephone messages & direct the general public to the appropriate staff member.
▪ Open, sort, and distribute incoming correspondence, including faxes and email.
▪ File and retrieve corporate documents, records, and reports.
▪ Greet visitors and determine whether they should be given access to specific individuals.
▪ Perform general office duties such as ordering supplies, maintaining records management systems, and
performing basic bookkeeping work.
▪ Make travel arrangements for executives.
▪ Assist in implementation & maintenance of the project document control system.
▪ Utilize existing procedures for maintaining documents & change control of documents.
▪ Manage third party contract, & third-party personnel in the provision of support & administrative duties for the
project document control system.
▪ Reporting on the performance of the document control system for review & as a basis for improvement of the
document control system. Suggest & manage the implementation of approved process improvement
▪ Coordinate journey management &ensure the project team on proper procedure for overseas/offshore trips.
Receive, direct and relay telephone messages & direct the general public to the appropriate staff member.
▪ File and retrieve corporate documents, records, and reports.
▪ Greet visitors and determine whether they should be given access to specific individuals.
▪ Perform general office duties such as ordering supplies, maintaining records management systems, and
performing basic bookkeeping work.
▪ Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing,
spreadsheet, database, and/or presentation software.
▪ Coordinating & controlling all QHSE related documents related to the project and Integrated management
requirements.
▪ Preparing & updating the QHSE documents like Monthly Quality and safety reports & scheduling HSE
Training, Quality inspection schedules and updating the related records.
▪ Updating the QHSE minutes of meetings with project management and Sub contractors.
▪ Responsible for following the effective documentation according to the IS Received/Log/Scan (Acrobat
Format) & Update in the system. File and Distribute transmittals
▪ Coordinate all activities related to the Document Control procedure, including technical documents, drawings,
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