Program Secretary
PARSONS
Total des années d'expérience :12 years, 0 Mois
• Serves as the contact point for the Program Director
• Reports office issues or problems to the Director
• Participate with Construction Managers in finding solution
to issues.
• Coordinates secretarial resources and workload
• Liaising internally across the departments, in particular
with project secretaries and translators
• Prepare staff roaster and vacation schedule
• Updating register letters (serial number)
• Controlling outgoing and incoming projects documents
• Keep tracks of all records
• Controlling office welfare and facilities
• Controlling post mail and express mail (DHL/
UPS/FEDEX) incoming and outgoing
• Controlling Parking cards,
• Controlling Business cards,
• Controlling office supplies (Stationary, Toners, Hygiene
lotion)
• Supervised Cleaners works and Invoices
• Supervised Water Supplies
• Coordinate building maintenance (fixed tubes and
plumber works)
• Arrange fixed Assets for new hire employee
(chairs/drawer keys and place)
• Shifting unused assets to store
• Controlling Camera Distribution List
• Reserving Conference Room for meeting
• Feeding Printers and Photocopier with papers and toners
• Type letters to Contractors and other Consultant
• Type Memos and Circular to other Departments
• Prepare Staff Roaster
• Prepare Staff Telephone Directory/ Bravo User List
• Prepare Staff Thursday’s Off Schedule
• Jeddah Municipality Key Staff Roaster
• Prepare Document Control Operation Procedure -
Incoming Document & Outgoing Document (Except RFI &
Invoice)
• Manages Outgoing and Incoming Project Documents
• Keep Track of All Records
• Prepare Document Early
• Performs Edits on Documents
• Manager of Projects Emails (maintaining and assisting)
• Email assistance for Manager of Projects (Emails sent
outgoing register)
• Manager of Projects Emails (Incoming emails)
• Manager of Projects Email (Data Backup)
• Liaising with the Translators for the Translation works
such as Emails, Letters etc.
• Department staff vacation schedule and reminding
department managers to submit the required schedule
(notification/ reminder sent)
• Coordination with all Departments as required
• Coordination with Head Office as required
• Liaising internally across the departments, in particular
with project secretaries, Project Managers, Construction
Managers, Team Leaders and / or senior staff
• Assisting Project Management Team
• Assisting Project Management Training Team
• Data Full Backup
• Filing system
• Coordinate and manage drivers for Airport pickup &
Managers meetings
• Performs a variety of routine typing assignments print
letters, memos, faxes, reports, and e-mail messages.
• Drafts memos, transactions, and other reports as
appropriate.
• Provide technical report using Excel program
• Create presentation using PowerPoint program
• Create logo using Photoshop and Design program
• Ordering office supplies.
• Coordinates all travel arrangements and makes flight,
hotel and rental car reservations.
• Greats and directs visitors; answers routine inquiries.
• Translation and comment when required.
• Operate all office machines such as computers, printers,
typewriters, photocopying, overall I. Tech. devices
• Open most outside letters and direct to the names of staff.
• Receive and process incoming and outgoing mail
including telephone calls.
• Prepare Telephone Directory for my Dept.
• Takes minutes of meetings when requested.
• Makes subscription for the Newspapers and Magazines
• Excellent in typing a speed of 45wpm for both
English/Arabic computer/typewriter
• Excellent in communications, planning, and organize own
work in an efficient ways and managing work properly
• Keen sense of business policies and procedures
• Cooperation, team player, has no problems interacting
with other people
