ADMIN SECRETARY
TECHNIP MIDDLE EAST
Total years of experience :15 years, 0 Months
Receive and screens telephone call, provides answer to routine inquiries and/or refers them to other personnel.
Open, Sorts and delivers internal mail within the assigned department
Arrange sending external distribution of confidential materials, official letters, engineering documents, drawings etc.
Report maintenance office facilities and equipment within the assigned floor, and order stationary supplies to Logistics Assistant as required for the department.
Schedules appointments and coordinates arrangements for meeting and conferences.
Prepares routine letters and memoranda for principal’s review
Prepares regular reports, gathering and summarizing data.
Produces a variety of correspondence, reports, and presentation using the appropriate software for word processing, graphics and spreadsheets.
Assembles relevant data and compiles information as directed.
Organizes and maintains department documents, correspondences and records, following up on pending matters such as Electronic Time Sheet, Reimbursable Time Sheet, MCRS Report, Organizational and Functional Chart, Manpower Projection and Progress and Man-hour status report, Skill Matrix and Leave Forecast.
May be called on to provide part time secretarial assistance to other Department Heads or Project Managers.
Provides clerical and procedural support as needed.
Performs related duties as required.
Answer a high volume of call and maintain a rapid response rate.
Log Information on calls received, where required and maintains detailed and accurate records.
Ensures Clients, suppliers, visitors, maintenance and contractors registration by means of log book and electronic log and in possession of Temporary Access card individually.
Communicate and liaise between Visitor and relevant staff and provide direction as per company policy
Maintain log book of Incoming / Outgoing of Internal and External Documents, drawing, letters, mails, etc.
Bi-monthly updates of Internal Telephone extensions list to be communicated to employees.
Maintain a database of Personal telephone numbers of employees with high discretion of confidentiality.
Centrally managed Conference rooms booking.
Maintaining bulletin boards posting and new information to be published i.e. QHSE, internal memo, etc. and to ensure uniformity of all bulletin boards from its layout and contents.
Filtering between personal and business calls made by employees for back-charging purpose.
Attend QTEL transaction i.e. application and termination of service as required and approved by Management.
Ensure main reception manning during lunch break by scheduling rotation duty of other Admin staff.
Responsible for Hotel Booking and reservation locally as required and to ensure updating of corporate rates.
Gate pass application in TP Doha worksite limited for personnel working indirect to projects such as Management, Drivers etc.
Coordination of H2S/BA, HUET, Sea Survival and Permit to work training bookings in the selected training centre locally for various projects as necessary.
File data and perform other routine clerical tasks as assigned and for other departments as needed.
Maintains and manages all important documents either for a particular project or whole organization and assures that it is easily accessible and stored
Maintains and examines related files to release blueprints, drawings, and engineering documents to manufacturing and other operating departments.
Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
Input document data into the standard registers ensuring that the information is accurate and up to date.
Generate the various document control reports as required.
Typing of site documents, and follow up of all the site needs
Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
Maintain updated records of all approved documents and drawings and their distribution clearly
Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
Maintain the files and control logs as required by the project.
and Responsibilities
answer, screen and transfer inbound phone calls
receive and direct visitors and clients
general clerical duties including photocopying, fax and mailing
maintain electronic and hard copy filing system
retrieve documents from filing system
handle requests for information and data
resolve administrative problems and inquiries
prepare written responses to routine enquiries
prepare and modify documents including correspondence, reports, drafts, memos and emails
schedule and coordinate meetings, appointments and travel arrangements for managers
prepare agendas for meetings and prepare schedules
maintain office supply inventories
coordinate maintenance of office equipment
coordinate and maintain records for staff, telephones, parking and petty cash
updates accounts payable & prepares vouchers for payment
prepares payroll
prepares & update expenses for each project
attend bidding
do bank transactions
prepares bidding documents & other papers that is needed
perform other duties & responsibilities assigned
and Responsibilities:
deal directly with customers by telephone, electronically and face to face
respond promptly to customer inquiries
handle and resolve customer complaints
obtain and evaluate all relevant information to handle inquiries and complaints
perform customer verifications
process orders, forms, applications and requests
direct requests and unresolved issues to the designated resource
keep records of customer interactions and transaction
record details of inquiries, comments and complaints
record details of actions taken
communicate and coordinate with internal departments
follow up on customer interactions
in