SECRETARY
ALMAJDOUIE LOGISTICS COMPANY
Total des années d'expérience :14 years, 6 Mois
Provides secretarial and administrative support to the Asset Management Director and other sectional staff to facilitate the efficiency and effective running of the department.
Provide high level of administrative support including efficient management of executive’s schedules, detailed travel arrangements, and set up business meetings.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Provide assistance to the Manager as required that includes word processing, information research, filing, taking, and directing telephone messages including draft memos, financial and other reports as appropriate.
Double checking all the Payment, Petty Cash requests sending by colleagues in all regions.
Coordinates all travel arrangement such as flight and hotel reservation, car rental in accordance with the group policies and to obtain most economical and efficient travel.
Arrange and assist with meetings, conferences within the department or other department for the manager and other employees as appropriate and manage the meetings room activities.
Provide administrative support to employees within the department with HR related matters including salary, trips, visa issuance, medical cards etc.
Maintain the confidentiality of the department information related to financial, administrative, and other confidential matters.
Follow up, record, supervise the attendance, vacation, absences records for department use and provide the manager with it as required.
Arrange and follow up for all payment request and purchase orders related to the department.
Prepares memorandums outlining and explaining administrative procedures and policies to department staffs, and monitors compliance.
Screens incoming calls and correspondence and responds independently when possible.
Responsible for filing any requested documents by the GM in an easy traceable and suitable way, also ensuring confidentiality issues among this.
Maintain and manage computer network with coordination with CID and ensures appropriate back-up and storage of computer files.
Ensure policies and procedures in writing and make them available to Stakeholders.
Supervision of workplace to ensure that the policies and procedures are being properly implemented by all employees
Store, manage and track company documents. Scan, image, organize and maintain documents, adhering to the company's document lifecycle procedures, and archive inactive records in accordance with the records retention schedule.
Control the retrieval of documents. Document control specialists receive and process Requests for procedure / document.
Organize and maintain documents adhering to the company’s document lifecycle procedures to maintain the IMS system is updated in all project sites and all departments if it is implemented or not.
Maintain the entire document is safe and updated and keeps all the originals copy in safe custody of the standard procedure according in IMS system to make sure all the records and documents are updated and all in save custody for future reference.
Make graphs for the Internal Audit reports twice a year and assisting my manager’s tasks.
Managing all the QHSE Documents and other departments as per the procedure of the company.
Managing all requests to change their procedures as per the company policy.
Update and distribute all Certificates, ISO Standards, Vision Mission, Company Objectives, QHSE Policy to all Departments/Project Sites.
Communicate with the department head / managers through email, phone call or in person
Receiving phone calls incoming and outgoing from our clients or visitors
To coordinate Department / Project Managers as per related documents needed by QHSE Department.
Performs other related duties as may be required by direct Manager
All types of job must follow the HSE rules to ensure their safety during doing their roles as per attached General rules.
Visit Project sites/ departments to check their documents in a monthly basis, quarterly or semiannual to secure all documents are following the ISO standards.
Certified Internal Auditor of the company issued by Bureau Veritas - ISO 9001-2015, 14001-2015 and 45001-2018.
Encoding, Filing, scanning and photocopying all Documents for all Employees (Human Resources Copy) using SAP System.
Checking Late/s and Absences for every employee, using ZK Time, A software can detect time in and time out.
Receive Medical Certificates daily, and other related documents.
Making Monthly Reports for Late/s and Absences, Monthly Overtime and the Final report for all Employees and send to my counterpart, to double check all the reports.
Assisting the Executive Manager to Process his documents like VISA, Passport and other related documents.
Assisting my officemates in Accounting Department, especially in my Department (Human Resources).
Emailing, Making and informing all Employees regarding Local Memo’s and the National Holidays in the Kingdom of Saudi Arabia.
Checking Plane Tickets online and booking it for the Employees.
Answering Phone Calls around the Kingdom, and transferring those phone calls in our Employees.
Process all Selected Filipino Applicants documents through the Land base Human Resources Agency (Philippines), Philippine Embassy and the Philippine Overseas Labor Office in Riyadh.
Interviewing all Filipino Applicants according to their qualifications, and coordinate it to our Executive Manager.
- Encode and register all New Students and ID’s in our system according to their skills, whether welders or plumbers.
- Receive payments from the students signed by the School Administrator.
- Assisting the School Administrator to check the student’s documents, their accounts and their status in the school if they’re registered in Technical Education and Skills Development Authority (TESDA).
- Assisting the School Administrator for filing certificates, grades and other important documents.
- Assisting the Assessor’s to encode all the assessed students from their skills Welding and Plumbing.
- Making Certificates and Transcript of Grade for the newly graduates of Plumbers and Welders.
- Process all legal documents including BIR, Registration for Welders and Plumbers, and encode all data’s and other related documents to Technical Education Skills and Development Authority (TESDA)
- Register and encode all new Junior Korean Students and give their schedule, books etc.
- Check the Students and Teachers if they’re late or absent in their classroom.
- Assist all Junior English Teachers and provide the materials for their classes.
- Assist the Junior Academe Manager and help her to encode, all the letters, receive outgoing calls and to purchase some materials for our department.
- Make Certificates and ID’s for Junior Korean Students.