Team Assistant / Secretary
Siemens LLC
Total years of experience :22 years, 0 Months
Ensure full collaboration with the new team from Rolls Royce in PS DGC Team; Ensure that the new fully understand the administrative tools and policies of Siemens; Reports to the AGT Program Service Director; Prepares and process Expense Claims (Travel and Non-Travel) under WBS or Generic (for budget); Prepares visa and office requirements for new employees; Arrange meetings/appointments, hotel bookings and travel schedules (domestic and international); Process requests of departmental personnel in the e-form as per their request (e.g. Leave, hardware & it services, business travel tickets, etc.); Monitors stationery supplies and initiates requisitions to replenish; Arrange for the provision of stamp, printing, and Business cards; Process BTAT (Business Travel Assessment Tool) risk assessment for team members before doing their travel booking; Process phone bills from the DU Selfcare website and distribute them to team members for review and deductions from the payroll; Performs other tasks for the Division within its scope of work when instructed by his upper line of authority as per Org. chart; Performs general and organizational secretarial tasks and a reliever to other Division in absence of their Secretary/TA (upon approval of my superior); Maintaining confidentiality of all sensitive or proprietary information.
Preparation of Installation Checklist based on input from Project Engrs.; Preparation of Commissioning Reports based on input from Project Engrs; Compilation of O&M Manual; Compilation of Training Manual; Assist Project Engrs in preparation of Material Requisitions; Coordination with Logistics for material delivery; Support to Project Engrs for preparing Reply to Comments on Submittals; Support to Project Engineers for compilation of technical submittals; Assist Project Managers in using PMCT (Project Management and Controlling Tool) - Administration, Change Management, Action Items Cockpit & routinely verify milestones are correctly maintained; Coordination with Commercial for MR, PR & DN processing; Scanning & filing of documents.
Reports to the Head Division; Prepares and process Expense Claims (Travel and Non-Travel); Screening telephone calls, enquiries and requests, and handling them when appropriate; Prepares visa and office requirements for new employees; Registers incoming fax / queries from clients; Arrange meetings/appointments, hotel bookings and travel schedules (domestic and international); Process requests of departmental personnel in the e-form as per their request (e.g. Leave, hardware & it services, business travel tickets, etc.); Daily administration and filing; Monitors office supplies and cartridges/toners and initiates requisitions to replenish; Assist on Tender preparations and in word processing for submission; Registers online for updating Prequalification profile for the company and/or division; DAMEX preparation; Process BTAT (Business Travel Assessment Tool) risk assessment for team members before doing their travel booking; Operates and re-supply printers and computers, changing cartridges, adding paper into equipment; Process phone bills from the DU Selfcare website and distribute them to team members for review and deductions from the payroll; Maintains and update records of 10 departmental personnel; Performs other tasks for the Division within its scope of work when instructed by his upper line of authority as per Org. chart; Performs general and organizational secretarial tasks and a reliever to other Division in absence of their Secretary/TA (upon approval of my superior); Maintaining confidentiality of all sensitive or proprietary information.
Responsible for all travel arrangements and hotel bookings for the General Manager. Handles all correspondences and filing of documents and official letter for easy access. Prepare letters, quotations, invoices, delivery notes, labels, envelopes, documents, reports, etc. Handles all incoming e-mails and arranging outgoing courier mails.
Monitor and handle inquiry calls and provide client proposals in accordance with established departmental policies and procedures. Manages database as assigned, fill-up forms such as visas and L/C’s for the bank. Handling and follow-up documents needed for receiving the container from our exporters.
Maintains good public relations particularly in receiving guests and calls. Arrange appointments for the General Manager and performs other duties that may be assigned by the G.M.
Support to the General Manager on his absence.
Reviews Daily Sales report (DSR) for completeness and correctness of entries. Processes materials turned-in by Account Executives / Account Executives - Telemarketing: e.g. Applications and Copy sheets.
Returns unacceptable accounts to concerned AE / AE-T for corrective actions. Encodes and prepares Quality Control Letter (QCL) for Cancellation Advice. Prepares routing memo for supersedures, changes in applications or cancellation after processing, indicating details of transaction.
Complies with quality system requirements in performing duties and responsibilities. Performs other duties that may be assigned provided qualified and trained for the job.
Ensures clear and concise entries of applications and copy sheets turned-in by AE’s and AE-T’s. Processes material afterwards. Encodes applications after processed.
Transmits all processed and encoded applications to the Immediate Supervisor for final corrections.