Admin Assistant At Account's Dept.
IMAR
Total des années d'expérience :5 years, 10 Mois
DUTIES:
Handling incoming/outgoing documents such as cash
request, cheque request, bank transfer request, payment
certificate and FFSA from a different department, site
offices, clients, sub-con and suppliers.
Provide support to manager, chef accountant and
accountants by handling a variety of tasks in order to
ensure that all interactions between the organization and
others are positive and productive.
Handling office tasks, such as typing, filing, generating
reports and reordering supplies.
Maintain polite and professional communication via phone
and e-mail.
Received and upload contracts in Dhareeba portal.
Job description: SECRETARY for FD (1 month)
Acts as liaison between the Finance Director, subordinates
or others, by transmitting directives, instructions and
following up on the status of assignments.
Prepare bank submission every start of the day.
Prepare invoices, cheque deposit slip, bank documents
like intimation of arrival, tender bond guarantee and
murabaha letter.
Answering and forwarding incoming phone calls to FD.
Carrying out all the clerical duties.
Schedule or confirm sub-con appointment for meeting and
maintain FD’s calendar.
ADMIN / OTHER WORKS:
➢ Answering and forwarding phone calls.
➢ Calling applicants and assist them either to PM or GM for the interview.
➢ Routing memos, emails or reports.
➢ Checking site attendance by calling every day and send report to General Manager thru email.
➢ Prepare weekly Progress Report draft by the Engineer’s and sends to the General Manager.
➢ Maintain office supplies and office equipment by checking inventory and order items.
➢ Sending RFQ for materials or sending materials for repair.
DOCUMENT CONTROL WORKS:
OUTGOING DOCUMENTS:
➢ Controlling and prepare the reference number for correspondence, document transmittal, drawing transmittal, WIR's, MIR's, RFI, etc...
➢ Encode a letter draft by Engineers for Project Manager’s Review.
➢ Log in the Excel for Outgoing Documents.
➢ Burning a CD for the softcopy of the drawings (PDF & CAD File) for submission to be attached in the Transmittal/Letters. (If necessary).
➢ Before we submit we stamp (ISSUED Date) the documents prepared copies.
➢ Submitting documents to the client thru driver or thru Email.
➢ Scanned all Transmittal or Correspondence before we submit.
INCOMING DOCUMENTS:
➢ Receiving Documents from Client stamping with Date and Time.
➢ Scanning the received Documents/Transmittal from Client or Consultant.
➢ Saving the scanned Documents/Transmittal in the Server in sequence.
➢ Encode in the Excel Log for the incoming Documents.
➢ Filing the Hard Copy in Sequence by Reference number.
➢ Archiving all old Files / above 6 months in the Box by Sequence.
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