Project Coordinator
PHCC Qatar
مجموع سنوات الخبرة :12 years, 5 أشهر
Job Description: 1. Providing comprehensive and confidential administration and office support services as required. 2. Draft communications, schedule appointments, manage incoming correspondence. 3. Organize, maintain, and update the diary and calendar of the managing director. 4. Ensure that all telephone enquiries from a variety of sources are dealt with professionally. Take initiative to follow-up on enquiries when appropriate. 5. Ensure that inquiries or issues that reach the MD's office and require its attention are handled promptly and efficiently. 6. Systematic registration of routine correspondence and emails, classifying of files, filing, dispatching and coordination with other departments concerning various administrative affairs. 7. Arrange meetings, book facilities /equipment, prepare agendas, attend meetings, and produce and distribute minutes within agreed timescales 8. Organize Conferences, workshops, seminars and make all necessary travel arrangements for international speakers including (hotel bookings, transportation, visas) 9. Coordinate with the lectures regarding the discussion topic, presentations, Scientific material, adherence to attendance, setting of assessment questionnaires etc. 10. Set out the time frame for receiving and distributing research papers, review and submit to the concerned department. 11. Secure appropriate signatures on various documents and track the documents through the approval process. 12. Reviewing correspondences, reports, and other relevant documents and provide appropriate feedback to the immediate line manager to support the decisions. 13. Submit the monthly Invoices of contract employees in the ERP system. 14. Monitor and schedule the projects/ reports/tasks as per the resource availability and business requirements. 15. Coordinate between various departments/sections to ensure the progress of the ongoing projects/key functional areas. 16. Provide efficient administrative and office management services as requested and ensuring work is completed effectively and efficiently within agreed time scales. 17. Maintain compliance with PHCC policies, codes, and procedures. 18. The incumbent will undertake any such related duties or responsibilities as directed. Work History 1:
Job Description: 1. Assist the Project Managers and Supervisors in the day-to-day duties of project's administration. 2. Screening of incoming telephone calls, letters, faxes and e-mails and filters them based on priority. 3. Schedule and maintain the Executive's calendars and meetings. 4. Prepare letters, mem, invoices, Tenders, Quotations, reports and presentations as directed. 5. Filing and retrieving project documents, records and reports. 6. Assist the tender team for the tender process from the prequalification stage to the final bid submission. 7. Prepare bids & proposals for new construction projects and create cover letter for the proposals. 8. Prepare and arrange all required documents for the tender submission. 9. Maintains all the office equipment's are in good working Condition. 10. Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements. 11. Prepare time sheet reports to verify accuracy of hours worked and follows up to ensure timely processing of corrections.
I.T.S Qatar, German based chemical supply company, is the sole agent for Sigma Aldrich Germany which is specialized in importing chemicals, reagents, filter papers, glass ware, standards, laboratory equipment, laboratory furniture, and testing equipment. Job Description: 1. Supervise customer services and respond to customer inquiries 2. Manage the filing, storage and security of documents 3. Sort and process both incoming and outgoing mails. 4. Coordinates office services, such as personnel, budget, and records management control. 5. Supervise, recruits and trains specialized and administrative support personnel; and assigns, reviews and evaluate their work. 6. Responsible for the procurement of supplies; maintenance of inventory records; including supervision of staff performing these functions. 7. Prepare Quotations, Reports, Presentations, Tenders, Memos, Brochures, Letters &MOM. 8. Schedule, Prepare and distribute meeting agenda and meeting minutes 9. Prepare Purchase order, sales order and delivery note. 10. Prepare all necessary documents to MOE for getting EPC approval. 11. Prepare and distribute business journals, presentations, transcriptions and letters using standard formats. . 12. Collect and analyze the business data from various departments to prepare reports and presentations for management. 13. Develop strong working relationships with senior management and administrative personnel for effective and smooth operations. 14. Plan and organize trainings, leadership meetings, conferences and workshops. 15. Lead, guide and interact with the administrative staff to perform their daily functions efficiently. 16. Review and edit company documents and customer reports when needed. Work History 4:
UDC QATAR is one of the largest QATAR consultant engineering practices, comprises for more than 30 years an interdisciplinary team of architects, MEP engineers, structural engineers, and graphic designers. Job Description: 1. Schedule and confirm appointments for clients, customers, or supervisors. 2. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. 3. Arrange conferences, meetings, and travel reservations for office personnel. 4. Complete forms in accordance with company procedures. 5. Compose, type, and distribute meeting notes, routine correspondence, and reports. 6. Locate and attach appropriate files to incoming correspondence requiring replies. 7. Mail newsletters, promotional material, and other information. 8. Maintain, Scheduling and event calendars to take care of the expiry of important documents. 9. Collect and disburse funds from cash accounts, and keep records of collections and disbursements. 10. Manage projects, and contribute to committee and team work. 11 .Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions. 12. Operate office equipment such as fax machines, copiers, and phone systems, and use computer for spreadsheet, word processing, database management, and other applications. Work History 5:
Doosan Heavy Industries & Construction was established in 1962 and launches the world's thirst for power and water. Doosan also specializes in building seawater desalination facilities, in addition to water and wastewater plants. Job Description: 1. Maintain office services.
•Design and implement office policies, standards and procedures.
•Organize office operations and procedures.
•Supervise office staff.
•Monitor phone calls from/to office.
•Prepare time sheets of the employees to prepare the wages/salary.
•Prepare and Control correspondences.
•Review and approve supply requisitions.
•Liaise with other organizations for better service.
•Maintain office equipment 2. Supervise office staff
•Assign and monitor clerical and secretarial functions.
•Recruit and select office staff.
•Orient and train the employees for a better productivity.
•Prepare and implement employees training as needed.
•Assisting in the evaluation process of the employee. 3. Maintain office records
•Design filing systems.
•Ensure filing systems are maintained and up to date.
•Ensure protection and security of files and records.
•Ensure effective transfer of files and records.
•Transfer and dispose records according to retention schedules and policies.
•Ensure personnel files are up to date and secure. 4. Maintain office efficiency
•Plan and implement office systems, layout and equipment procurement.
•Maintain and replenish office inventory.
•Check stock to determine inventory levels