Site Secretary
Green Line Al Saudi
Total years of experience :21 years, 5 Months
Summary of Key Functions:
Implementation of operational strategies
Provision of administrative and logistical support
Provision of support to office maintenance and assets management
Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with rules, regulations, policies and strategies;
Provision of inputs to preparation of administrative team results-oriented work plans;
Assist with human resources activities (including recruitment, internships, staff entitlements, extension of appointment, attendance and leave records, separation of staff, renewal of various documents and others).
2. Provides administrative and logistical support, focusing on achievement of the following results:
Write minutes of meetings and prepare briefing reports;
Take dictation and transcribing, drafting routine and ad hoc correspondence;
Receive, screen, log, route and respond to incoming correspondence;
Maintain an up-to-date calendar of meetings and various office activities;
Administrative support to organization of meetings, conferences, workshops, seminars by making preparatory arrangements for meetings, conferences, workshops and seminars;
Receive visitors, answer telephone calls and make appointments for meetings;
Arrangement of travel for staff and experts/consultants (visa, ticket, hotel reservation, security clearance, travel authorization/travel, airport pickup, travel authorizations and claims);
Maintenance of files in Administrative Unit;
Maintain on going contacts and coordination with the Regional office in Beirut.
3. Provides support to office maintenance and assets/inventory management, focusing on achievement of the following results:
Prepare requests for office equipment and supplies, maintain inventory lists and procedures, and ensure regular maintenance of office premises and equipment;
Monitor budget expenditures and balances;
Monitor and review incoming invoices, request corrections where necessary and initiate administrative action to settle them;
Prepare account statements, together with lists of expenditures;
Prepare budget estimates and follow-up on issuance of financial authorizations;
Follow-up on common services charges and office occupancy matters;
Collection of information on assets management, maintenance of records and files on assets management;
Maintenance of files and records relevant to office maintenance.
4. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Participation in the training for the operations/projects staff on administration;
Contributions to knowledge networks and communities of practice;
Perform other official functions as per request.
Impact of Results:
The key results have an impact on the execution of the CO administrative services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative services.
Competencies
Operational Effectiveness
Ability to perform a variety of repetitive and routine tasks and duties related to general administration support ability to review data, identify and adjust discrepancies, to handle a large volume of work possibly under time constraints and
good knowledge of administrative rules and regulations.
Behavioral Competencies:
Commitment to continuous learning
Initiative and willingness to learn new skills
Good communication (spoken and written) skills, including the ability to draft a variety of procurement documentation and correspondence
Ability to write in a clear and concise manner and to communicate effectively orally.
Good interpersonal skills, ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
As an Executive Secretary (Tendering Department) my major role is to perform administrative and office support activities for multiple supervisors, fielding telephone calls, receiving and directing visitors, word processing, composing correspondence /reports, and overseeing the documents control mechanism for all tender documents and ensuring they are properly filed and indexed for future reference of department heads.
Managing and coordinating communication system, telephone calls, meetings and appointments, travel arrangements, data management and management of routines for the super ordinate's, routinely re-order department supplies, updating secretarial/clerical desk manual, updating mail/phone directories setting up “Tickler” System, setting up ‘exceptional reporting’ system to handle routines without supervision.
To assist the procurement manager in procuring material, attend vendor meetings along with the manager, taking care of responsibilities in the absence of the manager, assisting the manager in developing sourcing strategies and maintaining Vendor relations
Assisting in tender agreements, providing quality information pertaining to bids.
Maintaining ISO documentation, Record Keeping, Suppliers/Manufacturers Data Bank records.
Maintain sub/supplier information on company online database management systems.
Making Pre-Qualification documents, both standards as well project specific questionnaires. Prequalifying subcontractors in coordination with Project Directors and Construction managers as per company requirements and policies.
Scrutiny of tender documents Reviewing and analyzing the technical requirements of client’s tenders and examining the commercial aspects of the requirements with Heads of Business Units. Ensuring that the scope of the potential project is clearly understood and that your team and business unit fully comprehend all details and aspects of the tender.
Assisting Project Director and Tendering Department in contract negotiations by assisting in evaluation of tender documents, drawings, & schedules with clients to maximize the benefits for the company.
Floating Inquiries / Tender Invitations to Suppliers / Manufacturers. assisting in compiling of tenders and quotations.
Pricing for all Electrical / Mechanical / Plumbing and HVAC BOQ as per the Saudi Oger BOQ systems.
Maintain relationships with subcontractors and suppliers, establish new relationships with subcontractors and suppliers to ensure adequate resources for all projects and to continually improve pricing and quality of work
Comparison Studies based on suppliers Quotations, Cross verification of BOQ quantities, to ensure that price variations are communicated to the relevant parties as quickly as possible.
Significant Highlights
Innovation: Conceptualized and Proposed Tendering Central Unit Plan & FTP integration to quicken the work flow.
Competencies
Operational Effectiveness
Ability to perform a variety of repetitive and routine tasks and duties related to general administration support ability to review data, identify and adjust discrepancies, to handle a large volume of work possibly under time constraints and
good knowledge of administrative rules and regulations.
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy,
Regular monitoring and controlling of documents sent for approval, through a master log.
Monitoring and controlling of revisions / versions of different documents and superseding the latest revisions with old versions make sure that all the latest documents are distributed among site management.
Driving the sales by establishing dealer, architect network, and utilizing engineer’s database for generating higher business in Andhra Pradesh State.
Significant Highlights
•Achieved annual target of Rs.20 million from Andhra Pradesh (State) - India
•Successfully executed several project like independent villas and corporate real estate accounts of Andhra Pradesh region.
•Appointed a distributor and over 25 dealers throughout Andhra Pradesh with more than 200 hundred contact and mailing addresses of leading Builders, Architects and Engineers. Acquired some big ventures of independent villas built by M/S. Sai Mourya Estates & Projects Ltd. with more than 200 villas
Job Description:
•Acquiring higher sales and promoting products in Hyderabad and Royalaseema zone of Andhra Pradesh (India) including 4 major districts viz., Kurnool, Kadapa, Chittoor, and Nellore with annual target of 96, 000 sq.mtr.
•Unique initiatives taken in appointing new dealers in Kurnool, Chittoor, Madanapalli and Adoni.
•Successfully obtained the project approval of “Tirumala Tirupati Devasthanams” and S.V. University in Tirupati.
•Successfully organized product exhibition and Architect meet in Nellore.
Significant Highlights
•Significantly managed dealer’s appointment in Rayalaseema zone of Andhra Pradesh State in India.
•Arranged product displays at dealers place which includes various kinds of displays:
•Interior displays which includes: product display on the Wall and Floor in the showcases.
• Exterior Displays which includes: display of brand/product in window displays, signboards
on showrooms, arranging glass cubicles for displays
Surya International Pvt. Ltd. is a leading distributor of building materials in Andhra Pradesh and established in the year 1995 by Mr. Harnath Babu. Since the organization is equipped with large dealer network in Andhra Pradesh all the leading brands of India associated with Surya International to promote their brands in the region. The following brands/companies explored under the umbrella of Surya International:
•Jaquar - No.1 Faucets and Bathroom Fittings company of India
•AXOR - Germany’s Faucet Brand
•Hansagrohe - Germany’s Faucet Brand.
•NIRALI -India’s Leading Brand in Stainless Steel Kitchen Sinks.
•ASTRAL POLYMERS Pvt. LTD. - India’s first company to introduce CPVC Plumbing Pipes in India.
Roles:
•Driving sales with maintenance of dealer network, creating architects and engineers database of Andhra Pradesh.
•Executing several projects including residential apartments and villas in Hyderabad and southern part of Andhra Pradesh including Telangana region.
•Played anchoring role to bond inter-dealer relations and dealers and distributors relations. Maintenance of information relating payment terms, product promotions, responsible for timely payments to dealers (from Projects) as well as to distributors (from dealers).
•Generated database for over 100 architects and engineers’ database in Hyderabad.
Significant Highlights
•Played a stellar role in appointing new dealers in Tirupati, Chittoor, Kadapa, Prodatur, Nandyal and Kurnool achieved projects: Rainbow Hospital, Sudharani Nursing Home (Tirupati), Kotha Builders (Hyd.), Sai Mourya Estates and Project (Hyd.).
•Played a significant role to promote BOSSINI-Multi Showers systems in Hyderabad.
•Organized plumbers and dealers meet in Vijayawada.
major in Marketing, Sales and Distribution Management and International Trade and secured 2nd Class Project Title: “Customer Awareness regarding ‘WILLS LIFESTYLE” apparels brand of ITC in Chennai City”
secured 2nd Class