Secretary
Saif Bin Darwish
Total des années d'expérience :12 years, 5 Mois
➢ Provide all the Administrative/Secretarial support to the Contracts Manager & Civil Engineers and point of contact of my Dept., dealing with other Department’s coordinators, Site Secretaries as well as with Sub-contractor’s contact person and other Third-Party Experts (for claims / arbitration)
➢ Acts as a Document controller / Handles the data base of all documents (i.e., Contracts, Joint-Venture & Service Agreements, and related documents such as drawings, transmittals, monthly reports, machinery reports etc.) and registering all the incoming & outgoing correspondences of Projects for further assessment of Managers & Engineers in relation with claims review
➢ Handles all telephone queries, office stationery requests & inventory and coordinate with maintenance team for repairs of office machineries of our Department
➢ Monitoring and registration of all Subcontractor’s payments memos from site Quantity Surveyors and ensure that the documents are complete for Engineer’s review and verify the details in Purchase Department before making the memo for Contracts Manager & COO’s approval and coordinate with Finance Department for the release of payment
➢ Monitor all the e-mail queries and responding to it when needed, logging it in data base before forwarding to the designated person for proper dissemination of information
➢ Provide support to Planning Department, HR Department and COO’s office in case of emergency/vacation leaves of the designated Coordinator / Secretary
➢ Managing and arranging the air ticket requests & other employee related requests (i.e. - health insurance, family visa requests, medical reimbursements) of my Team through Oracle and coordinate with our HR Department
➢ Management and set-up of meeting invites through MS Teams (online) as well as organize meeting room for (in-person) meeting between my Manager and the Clients
➢ Prepare meeting presentation (MS PowerPoint) when needed for the Contracts Manager, Engineers and other Client / Third Party Experts
➢ Ensure that the Document Management System / Shared Folder and File Master list is up to date for easy retrieval of documents
• Secretary to the General Manager for General Contracting
Division
• Responsible to greet and guide the visitors / customers and schedule appointment for the manager
• Document controller
• Handles all the telephone calls, fax, photocopying for the company
• Knowledge in making the Invoice, Quotation, Purchase Order
• Handles the incoming and outgoing courier of the company
• Maintained office scheduling and event calendars
• Set-up and handled incoming mail and office filing systems
• Communicate verbally and in writing to answer inquiries and provide information
• Ordering and maintaining stationery and equipment supplies
• has intimate knowledge of the customers needs
• has empathy for the customers situation
• is able to communicate clearly, both written and in speach
• talks in a way the customer can understand
• has a "thick skin" and is able to handle complaints, even when handling unpleasant customers
• works accurate and with eye for detail
• handles in the best interest of both customer and company
• is able to use automated information systems to analyse the customers situation
• is able to suggest improvements to the various communications by the company