Admin Assistant - PMO
Bank AlJazira
مجموع سنوات الخبرة :14 years, 3 أشهر
• Assist Project Managers in day to day administrative and clerical functions
• Assist Project Managers to process all billings associated with projects thru ERP System
• Manage tracking records for in-process, hold, rejected and paid invoices for multiple projects
• Review, check, analyze quotation, proposal and any related project contracts
• Manage project reports; Bi-Weekly, COO Update and any reports needed by Management
• Manage the archiving of approved Budget request
• Responds to inquiries related to project documentation
• Communicate with vendors for all billing details and update
• Develop & maintain project-related templates
• Arrange all business travels and other arrangements i.e.: air ticket, transportation and hotel
• Arrange and follow-up office stationery and supplies
• Assist the Directors and Senior Executive Vice President in day to day administrative and clerical functions
• Arrange and handles all business travels and other arrangements i.e.: air ticket, transportation and hotel
• Draft minutes of meeting for review by the Executive Manager
• Arrange and coordinate meeting using MS Outlook and video conferences
• Answering calls and takes care of messages
• Manage Outlook calendars. Set/Cancel appointments and send meeting reminders
• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Assisting with all aspects of administrative management, directory maintenance, equipment inventory and storage
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing
• Sort incoming mail, faxes, and courier deliveries for distribution
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Prepare and send outgoing faxes, mail, and courier parcels
• Directly reports and provides an administrative and operational supports to HR Manager and to other department \n• Handle the process of all vacations, Final Exit, missions and other request \n• Booking of tickets and coordinate with the employee \n• Responsible for checking the vacation and final exit papers before submitting to payroll for payment vouchers \n• Maintain accurate and up to date filing, either manually or computerized \n• Organize and prepare documents and presentations for the weekly reports \n• Compile, copy, sort, and file records of office activities and other day-to-day works \n• Communicate with employees to their concerns, explain information and take orders and complaints \n• Assist in the orientation of HR Policy and Procedure to all new employees \n• Distribute and orienting employee regarding for their medical insurance cards \n• Receive and handle mail and packages from courier for distribution to staff \n• Arrange meeting and correspondence; memos, delegation of authority, etc. \n• Inventory and purchasing of all office materials \n• Back - up and support for the payroll processing \n• Performed other duties assigned by the superiors