admin supervisor
CTJV (Chiyoda Technip Joint Venture)
Total years of experience :9 years, 0 Months
• Reporting to Site Admin Manager & Lead Chief administrator on a regular basis
• Perform various administrative duties to support requirements and maintain the department functions smoothly on a daily basis
• Distribute and store correspondence (e.g. letters, emails and packages)
• Arrange transportation and accommodations for the employees
• Supervise facilities and housekeeping operations to all CTJV site offices and ensure the
smooth functioning of the office’s buildings and equipment
• Schedule and supervise maintenance repair work and assist to checking installation and
servicing office equipment
• Managing equipment and supply needs including office furniture, office equipment and supplies
• Oversee the inventory of office and stationery supplies and ensure to request order when necessary
• To Ensure that the office facility is fully operational with all utilities and functioning properly
• To allocate office desks with the coordination of different departments for new employees
• Responding to urgent maintenance calls / furniture issues
• Examine office rooms and furniture to determine whether they require repairs or renovation
• To shift the employees from one office to other assigned offices
• To maintain list of furniture and equipment inventories
• To conduct routine inspections of common areas such as hallways, corridors, and stair wells
to ensure that they are clean and safe for use by office staffs
• PIC (Person-In-Charge) for Potable water and sewage manifests
• Issue coupons for potable water to all CTJV subcontractors
• Issue sewage manifest to all CTJV subcontractors
• To submit Monthly report (Potable and Sewage water) to CTJV subcontractor department
• Supervise with moving office equipment, furniture, and other fixtures for relocation,
expansion, staff changes and remodels
• Maintain ongoing communication with maintenance team and others
• To coordinate with housekeeping and environment department to Manage waste disposal,
recycling and other
• Supervising and monitoring the work of all CTJV office assistants
• Perform miscellaneous job-related duties as assigned
Position Held: Accommodation Coordinator My responsibilities are:
•To assist with accommodation processes, including accommodation transfers, early release, and organizing information required for allocations of stafs.
•To run all the daily activities in the staf accommodation (Villa / apartment / camp) in compliance with government, company and accommodation rules and regulations.
•Ensures all the emergency telephone numbers for FIRE, POLICE & AMBULANCE are identified to all workers residing at the accommodation.
•Maintains at staf accommodation a safe work environment that minimizes hazards and contributes to the well-being of manpower.
•Maintains the daily records for all workers residing in camp / villa.
•Maintains the electrical appliances, A/C, etc.
•Reports to ofice on daily basis absenteeism and sick/medical reports.
•Responsible for the removal of sewage water and garbage from the camp / villa premises.
•In charge of electricity and water supply, noting and reading monthly.
•Logs the movement of stafs from one camp / villa to another.
•Oversees the daily movement of stafs from camp / villa to site and back.
•Reports daily to ofice the men idle at accommodation.
•Reports on monthly basis the spaces occupied by other branches stafs for invoicing purposes.
•Reports on monthly basis the list of staf using company's caterer.
•Participates in workers committee meetings and suggests action plans.
•Check trafic violations on monthly basis, to make sure drivers are held accountable
•Handle all Expense sheets related to admin - petty cash Fuel for all Drivers.
•Responsible for all administrative activities related to leasing of camps/apartments/villas
•Ensure leases are properly executed.
•Assist in the lease termination and vacating process including move-in move-out inspections.
•Monitor and prepare lease renewal schedules.
•Finalize renewals of existing contracts in accordance to company's rules and procedures
•Maintain all staf accommodation lease agreements data & alert the manager on upcoming lease renewals, expiries etc.
•Coordinate with all landlords on leasing related documentation for new lease contracts/ renewals/ terminations etc.
•Coordinate with other support departments like legal, accounts and PR to finalize lease contracts
•Facility Management and acquisition and negotiation of contracts and quotations.
•Responsible for Managing the Maintaining Records
•Responsible for transferring Kahramaa and Qatar cool under company accounts
•Coordinate with maintenance team on a daily basis to resolve issues
•Raise Purchase Request to procure required material and services.
•Follow up with Contracts & Procurement Department on Purchase Orders issued and delivery by suppliers.
•Oversee all repairs and ensure that work is completed on time.
•Maintain all inventory and equipment and ensure proper storage.
•Check rooms and common areas, including stairways and lounge areas, for cleanliness
•Establish and educate staf on cleanliness, tidiness and hygiene standards
•Ensure compliance with safety and sanitation policies in all areas
•Prepares accurate and well-presented correspondence on daily basis.
Position Held: Real Estate Secretary My responsibilities are:
•Assisting Facilities Manager on a day to day basis as needed to maximize their eficiencies
•Preparing & Type General Correspondence, Memos, Circulars, Letters, and other documents
•Handling General Administrative Duties, Such As photocopying, faxing, scanning and e-mailing
•Taking Long Hand Dictation and Type the Matters
•Maintaining an accurate employee telephone list and other necessary databases
•To Setup accommodation, hotel arrangements and ticket booking for company stafs
•Preparing and maintain tenant files and database
•Maintaining hard copy and electronic filing system
•Coordinating With Related Departments as Required
•Performing general admin and other ad-hoc duties as and when required
Done MBA in Human Resources Management