Admin Assistant
Larsen & Toubro Limited
مجموع سنوات الخبرة :17 years, 3 أشهر
Working as part of a team and supporting the HR Manager, Admin & Finance Manager. Responsible for the day-to-day tasks and administrative duties of the office administration and human resources.
HR Activities:
• Organize and maintain file system, and file correspondence and other records. This includes creating personnel files for all staff, handling confidential reports and making copies of correspondence or other printed materials as required
• Submit papers and coordinate visa issues on getting residence visas, labor contracts for employees at Dubai Visa Section.
• Arrange attestation of documents, e.g. marriage contract, degree certificate, birth certificate
• Maintaining good employee relations - dealing with queries, solving employee issues
• In the absence of HR Manager - Handling leave requests from employees, getting approvals and distribution
• Arrange interview meetings for HR Manager.
• Arrange PEMC for selected candidates.
• Assist HR Manager on new employee’s papers, e.g. Verification of Testimonies, Interview Evaluation, LOI, medical insurance, etc.
• Prepare salary letter and answer bank for verification of employees
• Making air ticket reservations, travel arrangements and hotel reservations from mobilizing employees.
Admin Activities:
• Handling petty cash accounts.
• Prepares and submit cash vouchers / expenses
• Coordination of cheque payments with MPS, PKK, vendors
• Assist co-employees on documentations, clerical work for tender submission
• Provide executive assistance to VP & International Head
• Answer and screen manager's telephone calls, and arrange conference calls if required
• Coordinate Manager's schedule and make appointments
• Arrange and coordinate business travel schedules and reservations
• Coordinate office supplies/equipment, kitchen and facilities repair and maintenance issues
• Coordinate drivers daily schedule/assignments
• Making air ticket reservations, travel arrangements and hotel reservations for employees.
• Arrange transportation for employee’s visa medical, client meeting, site visit, etc.
• Coordination from other LNT offices e.g. Oman, India, Qatar, Saudi
• Arrange OK to Board message of employees arriving in the UAE
• Liaise with ISD in connection to computer, VC problems
• Request SIM cards for new employees
• Online searching for training companies as per request.
• Answer phone calls
Preparation and setup of the computer and meeting room on all the HR Manager’s meetings and telephone conferences.
Take notes or dictation at meetings and assist the HR Manager in preparing presentations, graphs, and statistics in order to ensure they are fully prepared for their meetings.
Formatting and preparation of HR Manager’s reports and presentations.
Organize and oversee all aspects of meetings held by the HR Manager including venue arrangements, invitations, memos, reports and minutes of meetings
Organize and maintain file system, and file correspondence and other records. This includes creating personnel files for all department staff, handling confidential reports and making copies of correspondence or other printed materials as required
Coordinating with the PRO for visa issues getting residence visas for employees & their families, labor cards and driving licenses.
Maintaining good employee relations - dealing with queries, solving employee issues, constant improvisation of current policies and procedures.
Handling leave requests from employees, checking on accruals, approvals and distribution
Making air ticket reservations, travel arrangements and hotel reservations from mobilizing employees and employees arriving on business trips.
Liaise with other departments in connection with office equipment and furniture, i.e., computer, proper lighting, office arrangement, report all problems in the department.
Handling petty cash accounts.
Bechtel Asset Management - manage and administrate all Bechtel Assets on KPIZ Project including Bechtel Project Vehicles and those provided by Contractor where appropriate.
Learning & Development for Bechtel Employees - coordinate and administrate all Learning & Development for Bechtel Employees to include Annual Reviews, Ethics & Compliance Training, Local Training Events and maintain regular contact with London Learning & Development team.
Perform administrative and secretarial duties with wide latitude for exercising discretion and judgment. Prepare letters, a portion or all of which may be composed or compiled on the basis of personal knowledge of the subject matter. As instructed or in accordance with precedent, direct mail to other staff members for their action.
Arrange for and schedule appointments for the executive, including interviewing callers and making proper referrals; prepare material and make arrangements for meetings as required.
Study reports received, check and compare with previous reports or other data, and bring to the attention of the executive significant items, changes, errors or omissions. Maintain for the executive up-to-date management manuals, directives, organizational charts and keep the executive informed of changes. Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office.
Take and transcribe dictation, type and maintain office records. Answer telephone and reply to questions in accordance with general instructions or refer calls to appropriate staff member.
Prepares and monitors company advertisement campaign
Personnel Coordinator
Responsible for functioning all aspects of the Human Resources and Administrative Department in coordination with the Regional Human Resources Manager.
Function includes: Recruitment & Employment, Benefits & Compensation, Employee Relations and Discipline, Employee Services (travel, health, recreation). Transportation & Housing, HR and Administration Policies & Procedures.
Personnel Secretary
Responsible for the operations of the Personnel Department and simultaneously provide executive assistance to other departments, the General Manager and President of the company.
Function includes: Office administration, employee relations, administration of all policies and procedures as per the company standards, recruitment requirements coordination, coordinated with travel agents and the like, maintaining staff files, all secretarial functions included.
Acts as liaison between Head Office Administration, General Manager, Personnel Manager, staff and others communicating information to and from the Head office, clarifying company policies and procedures and coordinating Executive Office activities.
Prepares and types various correspondence and reports from written and dictated sources.
Plans and coordinates meetings including preparing agenda and report materials, handling Board member correspondence and recording, transcribing and distributing minutes of the meeting.
Answers phone for Executive Director, screening and directing callers, and recording messages.
Monitors office message systems including voice mail, E-mail, facsimile transmissions, etc.
Coordinates Personnel Manager's schedule including setting appointments, maintaining calendar of activities and events and making travel arrangements.
Organizes and maintains electronic and hard copy files of Executive Office data and information.
Prepares inter-office correspondences
Monitor and route any economic indicators, competitors activities in print ads for planning requirements including: launching, promo, selling price, competitor’s disers, promo-girls behavior and style, monitor and record Chattrade products: selling price, stock and movements
Answer and notes down phone call inquiries and handle any sales and customer/distributor requirements
Notes down any schedules, appointments, orders, deliveries required by sales, customers or merchandisers
Assist in the requirements of sales e.g. forms, collates reports, files and other requirements needed
Take dictation at sales meeting
Prepares minutes of the meeting
Conducts ocular inspection on outlets once a month
Prepares sales monitoring report of each outlet per product based on merchandiser report.
Conducts product taste test when required by management
Performs all other requirements needed by sales, marketing and management
Assigned in company special project
process loan applications/prepares loan recommendations
ensures complete documentation on approved loans including the preparation of promissory notes and disclosure statements
compute bank charges and net proceeds of loan releases, renewal charges and amount due on loan payment
deals regularly with the client, credit personnel, account officers, securities department and specialized lending group
had frequent contacts with departments/branches where documents required in the transactions are coursed to and from the client.
Prepare monthly, quarterly and yearly reports
-First Honorable Mention in 3rd & 4th High School -2nd Place in High School Science & Math Quiz -First Honor in 1st & 2nd Year High School - Top 10 in Elementary School
