Department / Office Administrator
Kharafi National
Total years of experience :11 years, 3 Months
Report directly to both the Corporate Department Manager (HSE) and the Country HSE Managers.
Collaborate with various levels of management to gather information pertaining to key issues.
Communicate with external contacts to properly handle direction of business relations and distribution of company literature. Follow through with meeting arrangements as needed.
Coordinate the interviewing process between management and ‘new hire’ candidates; Assist out-of-town candidates with travel, hotel and car service arrangements.
Organize details of off-site functions involving participants’ availability, securing of location, menu choices, travel arrangements and material preparation, i.e. correspondence, charts and slide presentations.
Process expense reports and invoices reflecting proper adherence to center budget codes.
Assist with customer-service, product availability and quality control related issues.
Assess assignments to determine the prioritization of work flow; Screen calls and mail.
Devise and maintain extensive filing system and corresponding cross-referenced list.
• Arranging Meetings, Conference, Safety Meeting with the Corporate HSE Manager.
• Preparing all types of Memos, Letters, Manuals and Audit Reports.
• Maintaining records of all incoming & Outgoing Emails and Faxes.
• Maintaining Filling system for Project Files, Department Files etc.
• Issuing of Minutes of meetings to all projects and the Steering committee after the meetings, conferences.
• Presentations for the Corporate HSE Manager for their Management meetings.
• Issuing of the Audit Reports after the Safety Audit Conducted and maintaining their records.
• Coordinating with the Other Departments for their smooth work environments
• Arranging interviews with candidate for the Safety requirements with the Corporate HSE Manager.
• Follow up with the Human Resource Department for recruited candidates updates and preparing report for the Corporate HSE Manager.
• Attending Human Resource Department Meetings for the Safety Requirements.
• Making gate pass for the newly hired employees and update the records of the gate pass as per the area needs.
• Arranging First aid course with Kuwait Red Crescent Society as per project requirements.
• Updating of the Monthly Reports, HSE Statistics Reports, Risk Assessments etc.
• Maintaining Data base for All HSE Staff Employees for their future assistance.