Senior Admin Assistant
MAB FM
Total years of experience :16 years, 2 Months
Senior Site Admin Assistant (The Dubai Mall - Site)
MAB Facilities Management, LLC - Custodial Department
2014 - up to Present
Duties and Responsibilities:
OPS ADMIN
• Create Monthly report and submit to Client each month
• Create Weekly report and submit to Client each week
• Create Daily report and submit to Client everyday
• make reports requested by client in connection to MAB-TDM ADMIN function such as:
o SR Response Time
o Backlog Man hours
o Performance Dashboard
o Inventory Statistics
o Roll Out program
o Training Completion Update
o Effectiveness Awareness Rating Worksheet
HR- ADMIN
• Receive courier deliveries and documents from Head Office or Other MAB Sites
• Distribute received mails and documents to the respective recipients and ensure proper acknowledgment of receipt.
• Conduct Induction procedure regarding MAB-TDM Admin policies and procedures to all new staff deployed on site.
• Conduct Orientation/Training to concerned site staff for any revisions in the Company HR-Admin Procedures
• Make memorandum and Circulation needed for proper operational procedure and On-site regulations
• Make warning letter as per recommended disciplinary action to Staff with policy violations.
• Make sure that the internal Correspondence is read and duly acknowledged by the people concerned.
• Create Monthly Staff Duty Roster and release to Operations before end of each month
• Serve as one of main authorized person (other than Site Manager) to handle, release and distribute Petty Cash and any Cash Claims from Head Office.
• Make sure that documents are filed on their respective file folders.
• Maintaining employee personal files of site staff.
• Create Manpower Calculation at the end of the month.
• Update Manpower count and Attendance records.
• Liaise with the following departments in the Head Office regarding the below mentioned tasks required and do the needful:
HR
serves as HR function in MAB-Dubai Mall such as:
Forward requested forms and documents for further HR processing (Salary Certificate, Passport release, NOC, etc.)
Attends to Leave requests (Annual, Emergency and Sick leave Requests)
Attends to Cash Advance requests of Staff
Attends to Resignation, termination and other HR issues
Attends and try to resolve HR related questions and other Salary Complaint during Paydays.
Responsible for coordinating, distributing and tracking the following:
Labour Cards
Health Cards
Passports
Visas and the Like
Accounts
requests and follows-up Petty Cash Reimbursements
Complete Invoice Approval for all Subcontractors that rendered services onsite.
Procurement
make Materials purchase requisitions in Orbits - ERP
follow-up Delivery either from Procurement or Supplier
after delivery, complete SMR in ERP and submit to Procurement
monitor if the items requested were delivered completely.
Banking
• Timely reconciliation of bank accounts of 4 companies (HCCS, Ilonggo Best Restaurant, Music Touch & Silky Touch Salon) at the end of each month.
• Preparation and filing of approved monthly bank reconciliation statement in banking file.
• Preparation for the Invoices and Summary timesheet submitted to the client for payment collection every end of month.
• Update the QuickBooks of the petty cash voucher and the payment voucher daily.
• Update the Financial Statement every month
• Handling the petty cash reimbursement
• To follow up the cheque’s collection payment each month to the client.
• Preparation for cheque’s liabilities payment in each month.
• In charge for monitoring the issuance cheque’s payment due date.
Supervision
• Supervision of other two accountants for all finance related responsibilities.
• Checking of all journal entries.
• Direction of proper filing procedure.
• Payroll related issues.
Interaction with Other Departments
• Coordination with HR and Procurement to resolve issues.
• Support energy performance improvement initiatives
• Conserve energy consumption whenever possible
• Ensure that subordinates comply with HCCS energy policy, procedures and Energy management system requirements.
• Participate in Emergency and First Aid activities.
• Report near misses and incidents.
• Participate in HSE & Cross Functional meetings as required.
Currently employed providing administration support to the Hard Services Department for the Qatar Shell Project in Ras Laffan Industrial City (RLIC), State of Qatar.
Shell’s Pearl Gas To Liquid (GTL) plant in Qatar is the largest of its kind in the world and also represented the largest single construction project in the petro-chemical industry when it came on stream 2 ½ years ago.
Our contract was to supply hard and soft facilities management services to the permanent and temporary ancillary support buildings including the plant’s main office block, workshops/warehouses, laboratory and the plant’s main control room which also controls Shell’s off shore rigs in the Gulf.
As the PA to the Hard Services Manager and the only administrative support in a busy department of over a hundred staff, my duties covered a wide range of activities to support the department. These could be grouped into four main areas:
General Admin, Work Planning, Statutory Reporting, Stores & Procurement.
1) General Admin
Acting as the front of the house for the department, handling incoming queries by phone and email, directing them to the appropriate team member for action. Creating and keeping updated numerous documents and spreadsheets to cover such areas as; Staff time sheets including overtime, key issue, space planning, meetings organization as well as the normal filing, copying, scanning and ad hoc requests from the manager.
2) Work Planning
Acted as the Department’s PPM Planner creating maintenance schedules to suite the shift system and ensured the labour loading was balanced. Issued PPM job tickets daily and ensured the return of the completed tickets to compile supervisor’s daily reports which fed into the department’s contractual weekly and monthly reports.
For Reactive Help Desk calls I generated a monthly contractual report from the CAFM system detailing the level of close out of these requests as compared against the contractual KPIs It was necessary to export this data to excel so that it could be manipulated and compared against KPI timings. Also in conjunction with my manager mitigate where tasks were beyond the scope of our contract. Then provide the backup documentation so as to robustly defend an excellent contract performance of completed works typically over 95% each month.
3) Statutory Reporting
Maintained records on: PAT Testing, LV distribution board statutory PPM, Permit to Works, Refrigerant gas used, Fluorescent tubes used. HSSE reports such as Action logs from internal and joint client inspections, Safety Observation Cards and actions, Tool Box Talk Attendance, facilitated mandatory training for the department’s staff.
4) Stores & Procurement
Compiled monthly materials used and therefore estimates. This was done by extracting data from the supervisor’s daily reports on reactive and planned maintenance. Reviewed the
Loyalty AWARD & SPORT AWARD