Secretary
Turner Projacs
Total years of experience :13 years, 3 Months
Job Responsibilities @ Turner Projacs
• Experience in PCM (oracle-Primavera contract management) software to prepare letters, transmittals and minutes
of meeting
• Organizing and servicing meetings(Preparing agendas and taking minutes)
• Managing Databases for all document flow
• Prepare and manage correspondence, Reports and biweekly report making
• Organize and coordinate meeting conferences
• Perform data-entry, recording, printing and filing duties
• Scheduled interviews and meeting
• Take minutes of meeting and maintain records for the operations and project team
• Responding to mail and prepare transmittals accordingly
• Logging all incoming letters, outgoing letters, transmittals, JSI (Job site instruction), RFI(Request for
Inspection), NCR(Non Conforming letter) and MIR(Material Instruction report) Etc..
• Prepare DCR(Daily construction report)
• Preparing RFAS and RFSA
• Implement, maintain office systems and Printing, scanning and collating documents
• Maintaining and updating drawing folders
• Maintain schedules and Calendars
• Collect, Setup and maintain filing systems
• Provide general administrative support to Construction staff as may be required
• Maintaining staff location records and contact details, internally and externally
• carry out any other reasonable requests from the Construction staff
• Ensure team copiers, printers and faxes are stocked with sufficient paper and toner
• Handle internal and external calls
• Provide full secretarial and admin support to the project team and department to ensure
the smooth running of the department operations
• Maintain records of Engineers and assist in their movements
• Develop and maintain document control processes for the efficient management
• Maintain a proper and user friendly filing and document control system for recording and
tracking of all documents for the project team and department
• Support the officers and project team in daily admin roles and assist to keep stock of
stationary supplies for the department
• Prepare and raise purchases requisition for purchase of office equipments for new staff
•Liaising with the Chair to plan meetings
•Receiving agenda items from committee members
•Circulating agendas and reports
•Taking minutes
•Circulating approved minutes
•Checking that agreed actions are carried out
Maintaining effective records and administration
•Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the management committee and (where relevant) ordinary members of the organization
•Filing minutes and reports
•Compiling lists of names and addresses that are useful to the organization, including those of appropriate officials or officers of voluntary organizations.
•Keeping a record of the organization’s activities
•Keeping a diary of future activities
Communication and correspondence
•Responding to all committee correspondence
•filing all committee correspondence received and copies of replies sent
•keeping a record of any of the organization’s publications (e.g. leaflets or newsletters)
•Reporting the activities of the organization and future programs to members
•Preparing a report of the organization’s activities for the year, for the Annual General Meeting.
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