Secretary/ Document Controller
Hill International
Total years of experience :14 years, 3 Months
• Served as a Document controller to Qatar Industrial Manufacturing Company (QIMC) handling documents and responsibilities related to Qatar Tower West Bay project (QTWB). Some of the responsibilities includes the following :
o General document control activities such as photocopying, scanning, analysis of suppliers documents in compliance with Project standards
o Ensured proper document management and establish procedures or standards of document numberings, formats, issuance, review, dispatch, recording and archiving
o Managed all flows of documents either in electronic form or on paper support
o Monitored payment tracking records for contractors, suppliers and companies handled by QIMC
• Worked directly with Senior Engineer managing general tasks related to other projects of QIMC
• Performed Executive Secretary function thereby assisting QIMC CEO and Director of Administration & Finance to ensure continuity of responsibilities in the absence of their secretaries.
• Provided high level of assistance to the President, Managing Director and COO in scheduling and coordinating meeting appointments, handled travel arrangements and formalities, compiled and assimilated confidential/ sensitive information.
• Attended regular Executive meetings as required thereby assisted in minutes of meeting preparations, disseminated information in a timely manner
• Represented the Executive management in conducting regular site office visits to ensure smooth flow of office operations, monitor site based staff performance
• Assumed HR Manager role assisting staff recruitment, training and orientation, conducting interviews and processing offer letters
• Performed duties of Office Manager such as supervising & monitoring administration staff performance, establish office standards and procedures, assist in planning and implementing office systems, resolve minor issues related to office management
• Handled airline, hotel and other travel related formalities for both head office and site based staff.
• Managed company vehicles, deals with Airlines, hotels, printing companies, stationeries suppliers for head office. Issues purchase orders and maintains, follow up payments
• Provided full time assistance to Partners and Directors ( Middle East Head of Industrial Sector, Group Head of Service & Facilities Management and Director of Operations-Middle East) :
o scheduled and managed appointments
o arranged travel and accommodation
o organised conferences and meetings
o prepared presentation materials,
o conducted ad hoc internet searches
o dealt with expenses and timesheets
o sent group/ individual emails
• Served as BIW system (Internet based project management tool) administrator to add & remove members, assign & change member’s password, download drawings, documents & minutes of meetings.
• Administered independent judgment, relieves the office manager of routine actions not requiring their immediate attention
• Supervised administrative support staff such as the receptionist, drivers and office assistant
• Maintained record of company parking spaces, lockers, project cabinets, pedestals, access cards & office keys
• Responded to daily site & office based inquiries pertaining to office operations
• Initiated and/or transmits inter-office memos, notices, and announcements
• Performed wide variety of clerical and secretarial activities and operational support activities
• Assisted in special events such as company fund raising activities, client meetings, conferences
• Managed company accommodations sorting out issues (i.e. maintenance, DU, DEWA, collection of security deposits), keeping, maintaining records of tenancy contracts, correspondence and documents
• Worked as a document controller in various projects such as Zabeel palace (Dubai) & Department of Presidential Affairs (Abu Dhabi)
• Ensured smooth and efficient flow of operation in front office department which includes cashier, reception, guest relations and concierge
• Maintained satisfactory handling of guest’s check-ins and check-outs
• Devised training plans for new recruits and current staff. Carried out continuous training within the department for staff while on duty to ensure provision of quality service
• Ensured accurate information on guest’s registration cards and updated financial issues
• Reported back and coordinates all major and minor issues to senior management and other concerned departments
• Assisted guest in all Front Office related functions in a courteous and professional manner that maintains high standard of service and hospitality. Handled guest’s complaints, providing solutions beneficial to both parties.
• Maintained satisfactory part of all registration on stationary and satisfactory
• Handled group /crew registration as per laid down procedure as well as Free Independent Traveller (FIT)
• Served as a continuous guest’s source of information during their stay in the hotel
• Sold higher priced rooms and other hotel facilities through trained salesmanship
• Performed multi-tasking roles of local TV presenter, conceptualised and write scripts, conducts live interviews to local Government officials ( i.e. Governor, Mayors ) and different community sector
• Responded to client inquiries, concerns and complaints
• Assisted the Vice - President for sales in developing, implementing and evaluating marketing campaigns for trainings and productivity programs
• Organised schedules of Business Opportunity meetings for potential agents
• Designated and implements monitoring systems to ensure the accurate and organized distribution of sales materials to agents
- Responsible for issuing visitors pass
- Maintained the smooth flow of visitors