Administrative Assistant
Chevron Philips Chemical
Total years of experience :13 years, 6 Months
Review and update technical documents
Manage the flow of documentation within the organization
Maintaining document logs for correspondence, transmittals, and drawings
Ensuring all management system documentation is current version and accessible
Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, reports, and transmittals
Assist in the preparation of the minutes of meeting with the project manager
Demonstrated proficiency with large-scale Document Control management software (Aconex & SharePoint)
Prepares correspondence and reports
Assist with general project administration
Reporting to senior management and performing secretarial and administrative duties
Typing, formatting, and editing reports, document and presentations.
Ensuring data, maintaining databases and keeping records
Managing internal and external correspondence on behalf of senior management
Liaising with internal departments and making travel arrangements
Preparing facilities for scheduled events and arranging refreshments, if required
Nurture a strong team work and develop conducive and positive environment
Adhere to all necessary aspects of corporate affairs within the organization, such as awarding of certificates to the safety awardees and company gathering
Purchasing station supplies and maintaining proper stock levels
Rack daily expenses and prepare weekly, monthly or quarterly reports
Maintained Senior Project Manager’s calendar scheduling meetings and ensuring no conflicts occur
Produced reports, presentations, spreadsheets, graphs and charts
Prepared, proofread and formatted correspondence, reports, drafts and emails
Successfully planned and coordinated company activities
Handling office task, such as filing, generating reports and presentation, setting up for meetings and reordering office and pantry supplies
Provides general administrative and clerical support to the team including mailing, scanning, faxing and copying management
Managing external contacts and proactively understanding who they are and the primary contacts
Performed additional duties as assigned
Coordinating the sales team by managing schedules, filing important documents and communicating relevant information
Ensuring the adequacy of sales-related equipment and materials
Responding to complaints from customers and give after-sales support when requested
Store and sort financial and non-financial data in electronic form and present records
Handle the processing of all orders with accuracy and timeliness
Inform clients of unforeseen delays or problems with the deliveries
Assist in the preparation and organizing of promotional material or events
Maintain client relationships and to follow up any enquires
Preparing daily and weekly invoices using Orion application
Preparing quotation for the clients
Answer and direct phone calls
Organize and schedule appointment for the executive
Plan meetings and take detailed minute of meetings
Write and distribute email, correspondence, faxes and forms
Order office supplies and pantry supplies
Submit and reconcile expense reports
Maintain electronic and paper records ensuring information is organized and easily accessible
Make hotel booking and travel arrangements for the executives
Aptech Doha, Qatar Date: 2008-2010 System Management & Software Engineering Diploma
Aptech Doha, Qatar Date: 2008-2010 System Management & Software Engineering Diploma