Team Lead, Project Coordinator
CBRE
Total years of experience :16 years, 6 Months
• Facility management/Coordination with CBRE/IBM teams in Central, East (Ottawa, Quebec and Bromont) Atlantic and West of Canada for all of the out of scope jobs.
• In charge of facility related scope of works (electrical and mechanical maintenance and repairs, moves, space planning, security, cleaning, set up, network and ergonomics, etc. ) through ResBase (IBM tool) and Katana (Kyndryl tool) while using CBRE tools too : JD Edwards and Ventura/DXS (Finance platforms).
• Creation and update of the Small jobs / projects thru CBRE Facility Management Smartsheet.
• Experience to review vendor quotes for scope and price validation.
• In charge of submitting accurate appropriations to IBM with lump sum quotations (Fixed or Estimates) and work orders using Maximo (IBM tool), doing further downlifts and uplifts to match with vendor’s final quotes and CBRE Labor and material.
• Coordination with IBM and CBRE HSE managers for the approval of the EPIC form (Environmental Program Initiation Checklist) when any project contains chemicals, refrigerants, disposal and recycling of batteries, lamps and light fixtures.
• Monitoring of the highly funded projects that exceed the bid clip level (50k and more) and the coordination with IBM and CBRE Procurement teams and executives for the approval of the Quotation Exception Authorization form (When the project is single source funded) and/or Fair Value Determination form (with more than 3 bidders).
• Issuance, update and receipting of CBRE PO’s, processing of vendor invoices, tracking of progress billing and accruals.
• Vendor management and coordination for the start of works with both vendors and project leads.
• Project management assistance.
• Reporting of Covid-19 related expenditures.
• Reporting and tracking of cost savings.
• Issuance of the summary of closed projects.
• Working closely with the accountancy team to make sure we are using the right IBM / Kyndryl Department charges codes with the appropriate spending blanket PO’s and creating individual Bond PO’s when the projects are capital funded.
• Confirmation of the billable report for the completed projects as well as the partial and progressive billings for the ongoing projects.
• In charge of closing projects and sending out PPE (Post Production Evaluation) to the client.
• Performing administrative and clerical duties such as sorting mail, filing, answering phones, scheduling and data entry
• Updated, modified & monitored the rotational planning of the staff on site (500 employees) plus, executive managers.
• Created employee profiles on HR software (ReSHum - Sonatrach HR Software) as well as their rotational planning, timesheets, vacation, career reports, promotions, title changes & transfer.
• Kept the HR section on SharePoint updated with HR communications, documents, Rotational plans and templates
• Contacted HSE training schools and scheduled training courses for employees on site and offsite (In Algiers, Boumerdes, Skikda and Oran petroleum institutes).
• Greeted visitors and new employees and directed them to the appropriate person / department.
• Led HR inductions / Onboarding and contacted staffing agencies for manpower.
• Checked the staffing agencies personnel timesheets, flight tickets and invoices according to their working schedules.
• Set up the daily staff movement report to both full catering and security companies on site.
• Organized meetings and booking of meeting rooms in advance.
• Approved travel requests of the employees and chief executive delegates, including national and international flights and hotel bookings in accordance with their rotational planning.
• Checked the weekly charter flight manifest and coordinated with the external relations officer.
• Established the monthly timesheet reports for the partners billing (Sonatrach /Neptune Energy / Engie).
• Checked annual flight tickets/hotel bookings reports & coordinated with the accountancy team for approval/payment.
• Established mission orders.
• Coordinated with the HSE team supervising the speed limit infringement on site and issuance of warnings and prohibition notes for violating of the safe driving code.
• Managed the in and out mail from /to Algiers, Paris and London headquarters.
• Ordered office supplies and maintained a permanent inventory for the HR Department.
• Event organization for the sport and leisure’s competitions on site.
During the Covid-19 Pandemic:
• Updated, modified & monitored the rotational planning of the staff, as well as flight bookings and onsite quarantine.
• Coordinated with HSE/Medical teams the mobilization of all employees after receiving their COVID-19 Info sheet.
• Programmed PCR tests for those self-isolated on camp until their safe going out and transportation to main camp.
• Updated, modified and monitored Petrofac In Amenas team rotational planning, also sent it to the client (JV Gas: Sonatrach / British Petroleum/ Equinor) construction managers and other services, such as full catering team, security and HSE Teams for approval or comments, flight booking and on-site accommodation bookings.
• Managed with RedMed and Petrofac (Algiers headquarters) new mobilizations / demobilizations, as well as the new hires until their arrival on site.
• Coordinated with the client doctor before any mobilization and in charge of communicating confidential medical dossiers of new employees as well as following up with the old dossiers and ensuring all is valid and updated regularly.
• Led HR inductions / Onboarding.
• Ordered office supplies, HSE PPE supplies as well, along with the HSE team and maintained inventory.
• Prepared Petrofac team timesheets on Petrofac software before submission to the client for approval then invoicing.
• In charge of submitting and tracking of the monthly personnel evaluation reports for the client.
• Handled the Petrofac In Amenas Team mail (Payslips, new contracts, Health Insurance documents).
• Supervised and tracked work visas for the expatriate staff before expiry while onsite or before returning to Algeria.
• Coordinated with RedMed Travel department and Petrofac external relations department in order to book flights and hotel rooms for the staff going on leave or returning to site for work on their many national and international itineraries.
• Interpreted during official meetings with the client Sonatrach (the Algerian Oil & Gas Company) and took minutes afterwards to communicate to all parts involved / present in the meeting for their approval and then filing.
• Translate all In/Out Petrofac correspondences to Arabic/ French / English.
• Sent Invitation letters to embassies in order to renew expatriate staff visas.
• Performed all data-entry of purchase orders on Petrofac software and ensured the follow-up to the requirements of products / merchandise that have been delivered and/or to be delivered.
• Assisted the travel agent team with flight and hotel bookings for Petrofac employees and the receptionist with her day to day tasks.
• Translated various company's documents, including daily, weekly, monthly reports and legal notes, as well as entry of the geotechnical results.
• Translated documents for the Japanese staff, from English to French and vice versa.
• Translated the official correspondences, from French to English and vice versa between client and subcontractor.
• Interpreted during site inspections and official meetings with the client / subcontractor.
• Managed the fleet of the department, including the organization of the drivers missions and supervision of the vehicles in case they required repairing or spare parts changes and coordinated with the mechanical workshops on camp for repair and maintenance.
• Coordinated with the main administration for contract renewals / terminations, as well as timesheets and payroll.