Administrative Secretary
MSS AL SUBAI EST. for Contracting
Total years of experience :19 years, 1 Months
Main responsibility is supervising in preparing payroll which include the following:
Checking of timesheet including overtime of every department prepared by Admin Assistant. Check the computation of food deduction from MUNIFA. Monitor and check the generated payroll. Check to INJAZ System the overtime and all deductions encoded by Admin Assistant.
Check the printed payroll for Bank and Cash including the summary of addition and deduction.
Prepares Bank Payroll through excel for approval of the owner and then send by Chief Accountant to Bank for credit. Prepare Circular of Payroll and Pay slip.
Monitor daily schedule of diesel booking for ARAMCO per request of Workshop department and provide copy and file.
Coordinates to Well Site Department Project Manager, Workshop Supervisor, Asphalt Department Supervisor, Al Jude Village Resident Engineer and Accountant with regards to all the request and updates of their people in connection with the operation as well as ARAMCO ID, ARAMCO PERMITS, request for the schedule of H2S Seminar with the Safety Officer, expiration of all license including Driver, Operator, government license, expiration of vehicle registration and other request in connection with the operation.
Check and monitor the tracking of all vehicle registration, vehicle insurance, all the license for renewal.
Check the request for quotation and making correspondent of Employee Insurance, Vehicle Insurance, office supplies, equipment and reminds assistant to follow up through email, phone calls and fax.
Prepares Statement of the approved quotation for check preparation of Accounts Department.
Maintains and keep all the files of employees in proper sequence and label.
Maintains and keep all the important documents in connection with the operation. Ex. Owners Business Registration and Permit etc.
Coordinates with the Planning Chief, Engineering Manager and HR Manager with other concerns from employee to operation.
Receive and approve Purchase Order (P.O.) coming from Workshop Department and Well Site Department.
Check and verifies the quotation from different prospect supplier with regards to the request of Well Site Department and Workshop Department needed in operation.
Send thru fax the approved P.O to selected supplier for invoice.
Check the credit and cash invoice coming from suppliers against P.O before making statement to be submitted to Accounts Department for check preparation.
Coordinates and follow up Supplier with regards to the approved P.O of materials needed for operation.
Coordinates to Engineering Manager, Project Manager, Foreman with regards to the status of materials for delivery.
Workshop Department - 9 months - Administrator
Check and record daily attendance of all Employee and Breakdown Driver and Operator in preparation for the report to be submitted to Workshop Supervisor.
Check the requested oil and tire needed by mechanic.
Daily monitors and update maintenance of all vehicle and equipment in chart, record book and to system for the monthly maintenance.
Prepares invoice of the requested oil, tire and spare parts as needed.
Check all parts of the vehicle together with the mechanic including registration, insurance and blue card and make report of the problem upon receiving and releasing of all vehicle and equipment.
Keep and file the invoice coming from the store to their respective file record.
Record the requested tire and battery before forwarding to Workshop Supervisor for signature.
Daily check in the afternoon all mechanics regarding their work and vehicle and equipment that needs to work overtime.
Record daily the attendance and overtime of all employee including mechanic, mechanic helper, electrician, painter, welder, fabricator, labor, driver and operator to timesheet to be submitted to
Manage the whole operation of the store as well as giving instructions to Cashier and Sales Staff in accordance with their duties and responsibilities.
Monitors and audit daily sales and collection.
Monitors and check stocks available daily in preparation for weekly requests.
Prepares and updates weekly accountability report and credit card summary.
Monitors Accounts Receivables and submit to H.O. on monthly basis.
Maintain the cleanliness of the store.
Assist the Sales Staff in selling in need of urgency.
Prepares and encodes Sales Deposits and credit memo.
Knows who are the competitive market
Suggests, analyzes and recommends some of the strategic marketing plans to management that will help to increase the sales.
Directly reports to H.O and to General Manager in regards with other concerns.
Conduct interviews of applicant.
LYCEUM OF THE
Responsible for attending to students inquiries and maintaining student records relating to tuition fees and student accounts, particularly for the assigned courses.
Prepares dummy assessment of tuition, miscellaneous and laboratory fees before enrollment.
Prepares and updates Students Accounts Receivables
Assists the students in securing documents needed for re-enrollment such as final permit, clearances and others during the enrollment period.
Process and encodes discounts, debit credit advice, statement of account & refund.
Checks adding, changing, dropping forms and reassesses the fees accordingly.
Segregates the different copies of registration form ( Accounting, Registrar and Dean ) and towards to the Registrar’s Office and concerned Department for their respective copies.
Arranges and files the accounting copy of registration forms, together with the adding/changing/dropping forms and certification of discount, by course and in alphabetical order.
Generates Registration Book (detailed), Student Ledger and GCA, DM/CM from OPHRA System.
Tallies the fees on RF against GCA
Generates Final Permit and ensures that the student has no outstanding balance before releasing the permit to the student.
Prepares/Processes certificate of assessment, duplicate Registration Forms, duplicate permit and refunds upon receipt of request from the student.
Releases the special permits of those students with Educational Plans and scholarship grants with
4200 EDUCATION
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