Executive Secretary/ Project Coordinator/ Document Controller/ Pruchasing Assistant
Terraverde Landscaping & Construction LLC
مجموع سنوات الخبرة :7 years, 8 أشهر
1. Assist the Procurement Officer by processing/issuing of Purchase Order.
2. Received material requisitions from the Engineers and seeking or selecting sources of supply from the supplier by negotiating to get the competitive rates.
3. Coordinate with the Storekeeper in updating the Stock materials in the Store room.
4. Ensure that the quality of the materials is in standard and delivery is made harmoniously.
5. Coordinate with Supplier for the delivery of the materials and ensure that it will be done on time.
6. Coordinate with the accounts department for the payments of items being purchased.
7. Obtain quotations and negotiate for the best price and prompt delivery.
8. Received delivery notes and invoices from Supplier and ensure to receive in system in order to avoid discrepancies.
9. Responsible for sending enquiry to the supplier and maintain price comparison sheet to be able to know and get the best competitive rates.
10. Filing of necessary documents eg. quotations, correspondence letters, purchase orders, enquiry etc.
11. Contact suppliers to resolve missed deliveries, short shipments and pricing discrepancies.
12. Maintain the list of approved contract from the clients and ensure that it is kept confidential.
13. Assist the Operation Director in office administration and Projects work.
14. Assist our Project Engineers for the necessary documentations that need to submit to Trakhees for inspection & certification.
15. Coordinate to Trakhees and DM for the schedule of inspection with our Engineers.
16. Coordinate with our client for the status of the project as per Operations Director or Project Engineers advised.
17. Update and maintain the project list register as per the new status given by the Project Engineers or Operations Director.
18. Coordinate with the Survey Engineer for all the requested survey from Sales people.
19. Filing and maintain all necessary documents, permits, certificates, approved drawings, correspondences etc. from Projects.
20. Prepare maintenance contract as per Commercial Manager, Operations Director and Project Engineers advised.
21. Assist in all operational work in the organization.
1. Provide a general secretarial role supporting the QHSE department.
2. Assist the QHSE Manager and Supervisors in all matters concerning QHSE.
3. Maintain non-conformances register related to delinquent reports, customer complaints, substandard behaviour etc.
4. Filing and maintain NCR which was distributed to the process owners.
5. Prepare audit notification & issued to the concern departments, process owner, client & subcontractor.
6. Prepare audit report given from QAE.
7. Responsible for the document control implementation.
8. Review and revised procedures, forms, reports etc.
9. Prepare QHSE management review meeting monthly report.
10. Ensure that quality documentations of the company shall apply as per standard branding.
11. Coordinate all activities related to the document control procedure including technical documents, drawings and commercial correspondence.
12. Maintain register and filing the welder certificates.
13. Draft letters & reports on behalf of QHSE Manager.
14. Gather relevant data and figures in other concern departments in order to prepare the monthly report.
15. Coordinate in purchasing department for the office supplies.
16. Maintain QC inspection register in order to control and monitor the daily inspections of the projects.
17. Log & maintain all outgoing relevant reports, approved drawings etc. transmitted to Projects / Clients.
18. Maintain and filing internal and external audit reports, subcontractor reports etc.
19. Ensure that the controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers.
20. Review inspection reports and records of Quality Control carried out by Execution Contractor.
21. Update the QHSE Manager for scheduled meeting.
22. Other task as may be requested by the Managers.
1. Provide secretarial & executive services for GM & managerial staff.
2. Supervise & coordinate activities of staff.
3. Screen telephone & personal callers; Make and record appointments.
4. Review and answer correspondence; File correspondence & other records.
5. Data encoding, input, scanning and transcribing of all computer related information of the company.
6. Responsible for handling queries, incoming & outgoing calls, faxes and mails.
7. Draft letters & reports on behalf of the company.
8. Prepare agenda or programs for meetings; organize meeting for the management.
9. Attend & take minutes of the meetings.
10. Organize business itineraries; travel arrangements etc.
11. Retrieving, review and distribution of mails to all staff and other departments.
12. Coordinate in purchasing office supplies.
13. Preparing inquiry letter and quotation letter.
14. Prepare invoices using Sage 50 Accounts system.
15. Having background/knowledge on Sage50 Accounts system.
16. Update the Manager for scheduled meeting.
17. Assist visitors/clients to the concern employee to whom they have appointment with.
18. Other task as may be requested by the Managers.
1. Responsible for petty cash, update office supply requirement.
2. Prepare Daily Time Record.
3. Responsible of all phone calls.
4. Communicate with travel agents, buyers, suppliers, or any other persons related concerned for the GM.
5. Received faxed documents, e-mail notices, advised letters from buyers & suppliers.
6. Responsible for shipment tracking & documentation (invoices, packing list and airway bills)
7. Performs general filing; copies and faxes a variety of materials.
1. Assist the HR Officer in the issuance of ID cards of new employees.
2. Assists in updating the 201 files, Records Retention Manual and other HR files, regularly.
3. Assists in the monitoring of the HR budget and actual expenses.
4. Prepares monthly attendance summary.
5. Prepares deduction report for absences and tardiness of the employee.
6. Prepares certificates for training and seminars.
7. Prepares memo.
8. Conduct interviews for the applicants.
9. Receive calls/ messages, incoming fax messages and disseminate messages to people concerned.
10. Monitors telephone bills incurred by the company monthly.
11. Encodes letters and communications and have it received by the addressee.
12. In charge of pouch preparation for area transmission and receiving of pouch from different of branch offices.
13. Ensure distribution of items contained in the pouch of the addressee/ consignee.