Administrative Assistant
Makamin Petroleum Services Company
Total years of experience :15 years, 0 Months
and Responsibilities:
Interact with the client for any queries regarding NDT services and qualifications.
Maintain and keeping all files, reports and etc. for retrieval.
Provide administrative duties to Division Manager Email correspondents.
Coordinates update all staff any upcoming activities and information.
Prepare contracts and invoices to the client.
Provide coordination from field services up to office management.
Attend meetings and taking minutes.
Provide supervisory and leadership as necessary.
Prepare terms and conditions / contracts for all client requesting our services as NDT inspection service provider
Being in the upper hand to prepare all documents and review all necessary requirements for pre-qualification like client Saudi Aramco and Sadara.
Assist marketing strategy plan to maintain competitiveness in the market.
and responsibilities:
Coordinate all Unit Heads make sure schedule preventive maintenance and materials need are ready and prepared.
Responsible for performing general administrative support tasks involved in an organization like assisting all new employees areas of assignments make sure skills meet the needs of the project.
Provide full information and updated reports ensure any inquiries and projects implemented reach to the standard of duly time planning.
General filing and records maintenance, compiling data for reports.
Assisting with administrative tasks associated with scheduling appointments and meetings.
Prepare minutes of meetings and distribute to all appropriate members.
Answering, screening telephone calls, assisting new employees and other established general administrative task.
Coordinate all service heads for incoming meetings and prepare letter of agendas as per supervisors need.
Evaluate and review all various type of documents before hand over to Project Manager for approval.
Follow -up all materials request to ensure it will not be late and arrive according to priority.
Maintain manpower roster arrange all staff applied for vacation / exit make sure duties and responsibilities are covered and properly hand over.
Preparing and tabulating data reports monthly and weekly job completed statistics.
Monitor office supplies to maintain its availability.
Handling external and internal communication ensure messages are forwarded to appropriate person.
Prepare monthly time sheet for all staff associated by the department are monitored properly including absences.
and responsibilities:
Answer telephone and handles in appropriate manner.
Perform general clerical duties to include but not limited to: photocopying, mailing and filing.
Research price for office supplies and other products price needed in the operation.
Provide full and updated reports to maintain availability of the products.
Provide coordination to all respective departments in everything needed to make business flow efficient.
Produce office memos and agendas
Presenting chart type of reports to monitor and categorize sales of the product.
Attending client reservation especially big party function.
Preparing and calculating staff Daily Time Record in every 15th and 30th of the month.
Prepare room lay outs with the use of Microsoft office Visio.
and Responsibilities:
Provide all clerical and administrative work which mainly include routine correspondence, attend telephone calls, follow-up.
Coordinate to all Unit Heads make sure all preventive maintenance and ocular inspection to all Aramco residences will be attended on time
System filling to organize all documents in appropriate files for easy tracking and retrieval.
Preparation of reports in weekly and monthly basis to keep tracks all activities to monitor back log and completed projects.
Coordinate to all Aramco housing inspectors make sure all preparation of all assigned houses for new Aramco employees is well prepared ahead of time.
Prepare various type of reports monthly basis to be submitted to Aramco department manager as completion of job attachment for contract invoicing payment.
Provide planning for all maintenance activities with the use of scheduling system and SAP
Prepare material gate pass and new employee’s access through the use of online filling system.
Responsible for Maintenance of Office Equipment make sure all stationary items are always available especially for long holidays.
Tracking in-coming and out-going documents ensure always provided with routing slip and reference number.
Keep updated records Aramco and contractor employees to avoid shortage of manpower especially emergency activities.
Prepare highlighted reports and presentations for meeting as requested by the Supervisor and Section Head.
All other general and routine clerical works required for the Section and Units within the Section.
Receives and reviews all non-emergency work orders from the requesting departments of the areas to which he/she is assigned and best way to accomplish the work.
Ensures safety needs are given a top priority in work planning and scheduling and reviews, plans and schedules all recurring PM (preventive maintenance) activities.
Ensures completed schedules and work orders are returned promptly and that all completed work orders are filled out completely by the craftsman, maintenance supervisor, and authorized contractor representatives.
Performs post job reviews to ensure actual work performed and post maintenance testing was adequate; identify changes needed to PM program (based on activity results) and/or changes to equipment design and/or inventory management practices to optimize the overall maintenance process.
Review and perform independent analysis of Contract Management assessment of general contractor resource/role/cost loaded, baseline schedule, monthly multiple project schedule updates and recovery schedules
Participate in negotiation of projects time extensions and delays for fair and reasonable resolution.
and Responsibilities:
Handling telephone calls for the reservation update and confirmation at the same time doing marketing through phone.
Conduct price canvassing to maintain its competitive price and quality of service.
Assisting the payroll by way of preparing the total overtime with the use of excel.
Prepare presentation of new menus with the use of PowerPoint
Provide an updated reports and monitoring of delivery products.
Provide coordination and information to the staff.
courses: Informatics Computer Institute - Computer Networks and PC Troubleshooting SEPT. 2011 – NOV.2011 Informatics Computer Institute – AutoCAD 2D & 3D APRIL 2012 TO JUNE 2012 1
