Secretary/Training Coordinator
SNC LAVALIN
مجموع سنوات الخبرة :21 years, 7 أشهر
Organize filing
Perform all Safety Administrative jobs.
Enter and close Punch List.
Encode and update HSE Observation Reports in our database.
Create HSE Weekly Statistics Reports.
Responsible for ordering and distribution of PPE’s.
Coordinate Trainings and meetings.
Processing of ARAMCO Temporary Access ad well as Permanent ID through VMS using SAP system.
Coordinate all activities related to the Document control procedures, including technical documents, drawings and bussiness correpondences.
Organize, create and maintain a filing system that support efficient information management.
Assist in maintaining the files and control logs as required.
Typing of site documents and follow up of all the sites' needs.
Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
Assist in maintaining clear and updated records of all approved documents and drawings and their distributions.
Assist in maintaining documents and drawings under safe custody without any damage with easy traceability.
Responsible for the day to day operations of the company and provides full support to all departments both local and international branches.
Acts as the first point of contact for all clients and assists in recruiting new employees by responding promptly to telephone and email inquiries.
Maintains all employees’ records, prepares and distributes updated status of employee personal information.
Provides administrative support and assists the Executive Officer in writing and making reports.
Maintains privacy of information and carefully works with sensitive information in a professional manner. Carefully relays information accurately through phone conversations, messages, emails and other forms of communication.
Maintains records of all documentation, files materials and manages data entry.
Makes all outgoing correspondences in the forms of email, letters, voice messages or other forms of communication.
Schedules appointments, meeting and personal appearances of all managers to our clients.
Sets up Manager’s travel arrangement as well as accommodations and entertainment of company visitors.
Maintains Manager’s calendar and prepares expense report.
Assists the Procurement staff in preparing purchase orders for desired items. Sent orders to suppliers. Notify the relevant department at their organization of the placement of orders. Checks and ensures that purchases arrives on schedule as well as meets the specifications of the buyer.
Processes requests for purchases and find out if any of the requested items are still available from the inventory, and then prepare the invitation-to-bid forms and contact the suppliers. Compares prices and follow up delivery dates proposed by suppliers.
Tracks orders as well as determine the cause of any delays occurring during the process. Coordinates with suppliers and ensure against any delay in the delivery of purchase order with the shipment.
Checks and verifies invoices if the billed amount is correct. .
Makes transmittal of the invoices and forward to accounts to process payment.
all aspects of day-to-day HR function including but not limited to; Oversee and maintains employee’s file service record, HR Change Forms, ESB clearance, Employees & Dependents Information to update addition and deletion of employees for International and Local Medical Insurance Program.
Be the first point of contact for all HR- related queries.
Plans and conducts orientation for new hire employees.
Assists the new hired employee’s probation period assessment.
Assists the recruitment process and liaised with the recruitment agencies.
Prepares the performance appraisal with the coordination of department heads.
Administers HR-related documentation, such as contracts of employment
Ensures the relevant HR database is up to date, accurate and complies with HR Policy.
Handles International and local Medical Insurance for all aspects - Renewal, Termination, Addition, Deletion, Premium, Claims.
Coordinates with Insurance Company for the approval of treatments in line with policy if the case is rejected by the Insurance Company.
Verifies the ESB and Final Settlement of staff before approval.
Issues employment certificates and appropriate documents with accuracy to employees based on requirement.
Maintains confidential records of all employees such as employment contracts, status change forms, performance appraisals, and disciplinary action reports.
Project Experience in this
Assists the newly hired employees and sent them to the clinic for medical examination for acquiring residence permit (IQAMA).
Issues temporary IQAMA for newly hired employees.
Responsible for the Application, Issuance, renewal as well as cancellation of IQAMA.
Responsible for the safekeeping of all employees’ IQAMA.
Maintains and updates Control Sheet of IQAMA processing.
Assists Managers and other employees in processing the Home Leave Application.
Books
Provides administrative support to the field operations to ensure delivery of service at above customer’s satisfaction. Works effectively on teams by actively contributing towards goals .Maintains the ability to work under pressure within a time limit. Developed and upgrade personal skills, work to maintain good relations with client and suppliers.
Assists newly hired employees and booked them for QHSE & CRG briefing.
Prepares and processes Temporary Access Request for
Efficiently provides an effective executive assistance to the Assistant Managing Director in his entire executive daily task.
Drafted memos and other business correspondences.
Arranges meetings and takes down minutes of meetings.
Handles requests for business travels and Vacation Leave Requests as well as sending and receiving of facsimile messages.
Maintains office filing system.
Receives telephone calls and takes down messages from both local and abroad.
Monitors and maintains availability of Office Supplies for Office use.
Prepares Visit Visa from different companies abroad.
Handles required travel arrangements such as; Flight details, Hotel accommodations, etc.
Arranges Flight schedule of employees bound for Vacation and Exit.
Assists the HR Policy Specialist and Saudization Manager in their day-to- day activities.
I am directly reporting to the office of the Engineering Manager.
Responsible for the execution of Secretarial and Administrative support functions for ongoing in-house projects associated with word processing, technical writing and handling of document control activities.
Works also involves processing of project requirements.
Followed up official working papers, Expended Man-hours, transmittal of packages, compilation of Engineering packages, arrangement of meetings, etc..
Filing of all submittal correspondence & transmittal from contractor according to reference numbers.
Filing documentation and other paper works.
Secured back up of all files and records.
Prepares memos and other correspondences.
Filing and photocopying of documents.
Monitors and orders Office supplies.
Processes each department’s requests for business travels and Vacation Leave request.
Attends to the processing of Flight details, travel arrangement, Hotel accommodation during business travels of employees and visitors.
Arranges Flight schedules of all employees bound for Vacation and Exit.
Monitors the expiration of contracts for fax and photocopying machines, printers, etc.,
Monitors the expiration of Iqama’s of all employees.
Monitors the expiration of MVPI and car registration for Saudi FAL owned cars and Saudi FAL car leases.
Prepares Visit Visas from different companies abroad and fax it to our