Secretary and Document Controller
Al Shafar General Contracting LLC
Total years of experience :10 years, 6 Months
Designation: Secretary and Document Controller
Duties and Responsibilities:
Reports to Project Manager.
Responsible to work as Secretary by Construction Manager, Technical Manager, MEP Coordinator, Project Engineer’s and Site Engineers.
Responsible for implementing and maintaining the Quality Management System in their area of control and to ensure that the organization’s Quality Policy is understood and implemented by all personnel, engineer’s reporting to my boss.
Manages incoming and outgoing calls by the engineer’s and respective departments.
Manages incoming and outgoing correspondence requirements as per procedure.
Ensures documentation referencing are conforming with requirements of the project’s quality system.
Overseas document filing activities and ensures records are filed as per the approved project filing method.
Provides feedback to project management on the efficiency and conformity of documentation handling.
Carries out any other assignments given by the Project Manager and Construction Manager.
Designation: Secretary and Document Controller
Duties and Responsibilities:
Responsible for implementing and maintaining the Quality Management System in their area of control and to ensure that the organization’s Quality Policy is understood and implement by all personnel, engineer’s reporting to my boss.
Reports to the manager of the assigned area.
Manages incoming and outgoing calls by the engineer’s and respective departments.
Processes all incoming and outgoing correspondence.
Performs the required administrative tasks for the department.
Creates and maintains filing systems as per the needs of the department.
Provide full secretarial support for all Engineer’s handling all their paper works, filing and distribution.
Carries out any other assignments given by the Project Manager, Construction Manager and Project Director.
Designation: Admin Assistant
Duties and Responsibilities:
Provide Manpower Supply for each in every department.
Organizes and updates the personnel files.
Responsible for implementing and maintaining the Quality Management System in their area of control and to ensure that the organization’s Quality Policy is understood and implemented by all personnel reporting to my boss.
Assists the Labor Affairs Manager.
Schedules appointments for Head of HR and the LA Manager.
Ensures HR forms and updated and distributed to the appropriate personnel.
Responsible for Secretarial duties of the department.
Handles confidential material.
Designation: SECRETARY
Duties and Responsibilities:
Reports to the GM.
Reads and processes incoming mail, composes and types routine correspondence (requiring knowledge of department operations and regulations).
Responsible for implementing and maintaining the Quality Management System in their area of control and to ensure that the organization’s Quality Policy is understood and implement by all personnel reporting to my boss.
Oversees the maintenance/repair of office equipment.
Responsible for the performance of all Secretarial functions in the main office.
In charge of monitoring and ordering office supplies.
Manages incoming calls to the General Manager’s office.
Prepares and distributes, day-to-day correspondences as well as files and manage confidential correspondences.
Creates and maintain a comprehensive filing system.
Manages all logistics in connection with the GM’s meetings and travels. Responsible for the ordering and issuance of stationery items for the office. Coordinates with courier services (collection, tracking and etc.)
Organizes vehicle rentals (booking, replacement and pick-up) and travel arrangements.
Carries out any other assignment given by the GM.