Admin Assistant
Cleveland Clinic Abu Dhabi
مجموع سنوات الخبرة :19 years, 5 أشهر
• Input and generate data for the Work Permit System through an Online Document System. Able to create online forms using the Online Document Website to implement online approvals for all Life Safety Isolation Permits.
• Ability to manage and schedule the Loading Dock availability for all Contractors / Sub Contractors that include 3rd Party Service Provider.
• Coordination of the Work Permit System with other departments. Ability to answer queries from the Security Department regarding out of hours work timings for the contractors.
• Liaise with external consultants to monitor incoming and outgoing information on behalf of the technical team.
• Undertake research on behalf of the technical team on all design, planning and technical issues.
• Arrange meetings on behalf of the technical team and when appropriate attend meetings to take minutes.
• Act as the lead for the Hospitality Assured Accreditation.
• Understand and coordinate the Planned Preventive Maintenance process and KPI’s with the Service provider.
• Take telephone queries and deal with or pass to the relevant members of the technical team.
• Issue drawings and other information internally to other departments. All drawings needs to be logged using a drawing issue sheet and drawing register online.
• Organise the PRF process to raise all Purchase Requisitions between Various Departments
• Manage the approval process for invoices and ensure project fee sheet records are updated.
• Prepare presentations on behalf of the technical team.
• General secretarial duties including typing letters, memo's, reports, issue sheets and other tasks including answering the telephone, filing etc.
• Liaise with the Technical Team to ensure they receive all incoming post including relevant copies of letters, memo’s, reports and standard forms by fax or post regularly.
• Print and fold drawings from computer and hard copy on request.
• Record and monitor holidays and absence records.
• Implement processes and methods and continue to seek ways of both improving contribution to the organisation’s goals and enhancing the reputation of the company.
• To produce coloured drawings for internal and external purposes (computer & manual) as required.
• Produces correspondence, manuscripts, notes, summaries, meeting minutes and other material from a variety of sources
• Develops and maintains departmental files, documents, data files and confidential information.
• Gathers and summarizes data for projects, studies and reports
• Coordinates special functions and/or programs as assigned, including special studies, surveys, publications, etc.
• Serves as a liaison between departments and others within and/or external to CCAD
• Able to create process flows for the implementation of processes used in the FOM Department.
• Stand as Fire Warden for the FOM Department.
• At all times comply with company policies, procedures and instructions.
• Defects monitoring.
• Deals with Access Permits for the Hospital
• Deals with Building Defects Reporting
• Diary Management for CFOM / BLL / GenServ Team
• All around Administrative support for CFOM / BLL / GenServ Team.
• Raises Purchase Requests for FOM / Fit Out / GenServ
• Coordinates with SCM Dept. for Purchase Requests
• Coordinates with Finance and Accounts for Confirmation of Services / Advanced Payments for Vendors
• Coordinates with Serco (Facilities), ADNH (GenServ), MAB (Facilities)
• Deals with ADDC and is Hands-On with ensuring that the payments are up to date.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions
Facilities Administrator
Working on a Temporary Contract dating from July 16, 2012 up to December 2012. The company required for a Facilities Manager in all matters relating to the provision of facilities support services, including building maintenance.
Results:
• To allocate work and co-ordinate the activities of the day cleaner/handyperson
• To manage the administration and co-ordination of cleaning contracts
• To raise requisitions and purchase orders
• To track budgetary expenditure
• To provide data as required for the budget process
• To liaise with the Finance and Purchasing Department regarding supplier invoice queries
• To monitor H&S inspection reports and track to completion
• To administer personnel records
• To produce correspondence as required
Office Manager, April 2010 to June 14, 2012
Document Controller, December 2009 to April 2010
Project: Qatar Petroleum District Project (Westbay Doha)
Initially, after a 3-month probationary period with KEO, I have been re-evaluated to be repositioned as an Office Manager, culminating in current responsibility for coordinating all office functions and supervising a team of six secretarial staff.
Results:
• Management of Administration staff including facilities, office attendants, drivers, messengers and reception and any other administration department staff.
• Management of secretarial standards - communication both written and verbal and facilitation of auditing and training in conjunction with HR Managers.
• Public Relation duties to look after visiting HQ staff and KEO guests.
• Maintenance and cleanliness of the offices, including housekeeping and general maintenance services including associated expenses.
• Monitor office expenses for housekeeping and general services.
• Manages building health and safety, evacuation procedures as well as maintenance of appropriate building decoration and features.
• Developed efficiency-enhancing workflow/process improvements that made it possible to accommodate increasing responsibilities necessitated by staff reductions.
• Creates the Monthly Progress Reports, which is, at last count, 350 pages thick. It includes status updates of the project along with progress photos.
• Uploads / Downloads Document Flow within the project.
Office Administrator / IT Network Speialist
Project: New Doha International Airport
Served as executive assistant to the management team, handled a busy phone system, functioned as primary liaison to customers and ensured a consistently positive customer experience.
Results:
• Coordinates Document Control with Management.
• Travel Coordinator.
• Hotel Bookings for Staff.
• Handles Delivery Notes from Clients.
• Manages Incoming and Outgoing calls for the Director of the company.
• Created a database of clients that resulted in efficiently managing customers’ concerns.
• Quickly became a trusted assistant to the company president, executive staff and office manager and earned a reputation for maintaining a positive attitude and producing high-quality work.
• Created automated daily stats report that reduced inaccuracies and provided management with an important decision-making tool.
• Creates presentations using PowerPoint.
• Overall assistance to Computer-related troubleshooting.
Assistant Team Leader
Accounts Handled:
“Dell Hardware Technical Support”
• Technical Assistant Supervisor
“EarthLink”
• Technical Customer Care Representative
“AT&T Business Class DSL Maintenance Troubleshooting”
• Technical Assistant Supervisor
• (Internet for Business Class)
“SBC Internet”
• Technical Assistant Supervisor (EMAIL Accounts) Internet Services
• (Routers and Broadband Devices)
