Office Administrator / Proc. Administrator
Al Futtaim Carillion LLC
مجموع سنوات الخبرة :5 years, 7 أشهر
Preparing acknowledgement receipt for all outgoing documents, keeping copies and maintaining tracking sheet for record purposes.
Compiling draft letter / constructing correspondence and transmitting through EDMS solutions (BIW / Aconex).
Assisting in Procurement Department.
Arranging meetings for the Head of Supply Chain and Managers.
Coordinating with the Design and Commercial Departments to compile all related tender documents to be issued to subcontractors during the tender stage.
Sourcing out Companies that are accredited with the Company to be listed in the Tenderer’s list for each work package.
In charge of doing all required submission of reports to the Client upon start of Tendering (Pre-approval-submissions & Awarded sub-contractor approvals.
Updating data base of Subcontractors details for future reference.
Preparing & Issuing of Tender Invitation Letters and Addendums, along with the copies of Tender Documents in CDs.
Coordinating with Subcontractors with regards to collections of tender documents.
Doing initial Tender Analysis of submissions.
Monitor Schedule Programmes and updating the dates
for progress of Tender Packages.
Booking of flights of managers and staffs.
Processing of Leave Forms and
Claims/Reimbursements
Ensuring the effective and proactive diary management of the Project Director so that his time is utilised as efficiently as possible.
Ensuring that any reports, documents and administrative tasks required by the Director, including the provision of brief information to support all meetings, are completed to the agreed standard and timescale.
Compiling draft letter / constructing correspondence and transmitting through EDMS solutions (BIW / Aconex).
On behalf of the Director read and understand correspondence (including emails) and take appropriate action when necessary.
Preparing distribution list of all incoming correspondence and sending through mail for top / senior management information and action.
Facilitate documents distribution to all staff, subcontractors and consultants.
On behalf of the Director read and understand correspondence (including emails) and take appropriate action when necessary.
Encoding / amending Minutes of Meetings and transmitting.
In control for all meeting rooms allocation and preparation of meeting for all directors and senior management.
Responsible to coordination and in support for all community engagement as part of project protocols.
Preparing required documents for operatives based at Camp Accommodation and coordinating with camp boss.
Arranging transportation for staff, subcontractors, visitors and all outgoing documents.
Handling Petty Cash for both Site office and main office. Liquidation of expenses
Preparing Monthly Project Report for submission to Client (gathering of all reports from all Department Head
Assisting Office Manager in managing staffs (Secretaries/Tea Boys/Cleaners/Store Keepers
In charge of doing correspondences for Project Directors assigned in each project for Tendering.
Doing Project Reports for other Projects by collating all reports from all department head and updating the Monthly and weekly project reports to be submitted to the Client.
Preparing & Issuing of Tender Invitation Letters and Addendums, along with the copies of Tender Documents in CDs.
In charge of IT matrix for newly joined staffs access to server for each departments.
Doing all admin works for the Tender Team.
Taken up Computer Secretarial, with Business Management subject, Statistics. Graduated.