Facility Coordinator/Admin
Ejadah Asset Management Group
مجموع سنوات الخبرة :9 years, 7 أشهر
• Assisting with the recruitment process for full-time, opening recruitments, screening applications, arranging interviews /exam, contacting applicants, maintaining all relevant documentation and correspondence.
• Coordinates with candidate for the Security clearance requirements, signing of contracts, job offer, joining forms, visa processing and forward the same with HR Recruitment.
• Update & submit recruitment status update to Client (ADNOC).
• Maintains employee files and the HR filing system both electronic and hard copy, such as passport copies, visas, Emirates Id, insurance, contracts, Cv & certificates.
• Maintain files for the staff that are on Emergency, Annual and taking sick leaves.
• Prepare submittal and update client & HR team for the new staff arrival.
• Communicate and liaise verbally staff needs like Salary advance, salary certificate, leaves, medical reimbursement and other concerns.
• Filling up forms for new arrival which includes temporary access card /badges as well as their joining formalities.
• Provide general administrative such as arranging meetings, preparing memos, warning letter and PCAR.
• Answering calls and give information concerning status of employee
• Consolidate monthly duty roster both SSP’s and EJADAH Staff.
• Prepare monthly report which includes biometric attendance and HR Reports.
• Follow up with account revenue reports, monthly invoicing submission.
• Prepare manual WCR’s & update them on Oracle.
• Raising PR’s, processing of CE including follow up with SCM and preparing of WCR.
• Follow up with Finance regarding the payments for all subcontractors and SSP’s.
• Support and coordinate all IT related requests.
• Coordinate with QHSE and ADNOC Safety Security Department for any related Safety trainings including the preparation of training attendance sheets & feedback forms.
• Responsible for office and stationery supplies.
• Provide clerical to the employees regarding human resources activities, policies, processes and procedures.
• Performs customer service functions by answering employee / client inquiries and requests. Ensure courteous, accurate and timely responses.
• Compile, update and filing of employee records (hard and soft copies)
• Documents human resources actions by completing/making forms, reports, logs, correspondence and memos.
• Apply work permit, labor contract application and submission through Tasheel office whenever required.
• Arrange Visa Applications, cancellations and hotel bookings.
• Process joining formalities for new crews such as medical, CNIA passes, seaman cards and optima cards.
• Maintain updated files for all visas expiries, crew list and training matrix.
• Create a report of crew licenses, passes and certificate expiration dates and inform client of pending expiration dates.
• Assist in payroll preparation by providing relevant data (time sheets, absences, leaves etc)
• Apply port passes as requested by the client.
• Ordered office supplies/stationery items.
Hr/Admin Assistant-Secretary
•Assisted staff with routine HR related questions, served as the first point of contact for employees.
•Providing general administrative support such as preparing correspondence, forms, reports, arranging meetings, composing regular correspondence, memos, tracking deadlines and assisting on HR procedures and policies within the specified guidelines.
•Maintains employee files and the HR filing system both electronic and hard copy, such as recording new hires, job descriptions, transfers, terminations, changes in job classifications, cancellation; tracking vacation, sick leaves, trainings, Employee’s Assessment, passport expiries, Emirates Id, visa & labor card expiries.
•Assisting with the recruitment process for full-time, opening recruitments, placing ads, screening applications, arranging interviews, contacting applicants, maintaining all relevant documentation and correspondence, and properly archiving job files.
•Coordinates with new employees and the Public Relations Officer for processing of Employment visas, applying online visas, labor card & Iqama, ensure that all employees are on the Company visa within the stipulated period, and maintain the visa databases and petty cash replenishment documents. This may include on boarding, visa application, medical, insurance card & Emirates ID.
•Processing renewal of residence visas for all labors and staff with their dependents (based on entitlement) within the stipulated time frames and according to company policy .
•Prepare On-line and E-dirham monthly reports for visa expenses.
•Assist with making travel arrangements for in and out of the office visitors, including booking flights, hotel bookings and airport transportation.
•Partake in formulating department goals and objectives to improve on standards and increase productivity.
•Ordered and issue office supplies/stationery items for Head Office.
Executive Secretary
•Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
•File and retrieve corporate documents, records, and reports.
•Receiving and screening visitors and incoming calls, determining the priority matters, and providing alert messages to the executive or administrator accordingly.
•Coordinating and facilitating the Director or administrator’s calendar to arrange meetings, appointments, and conferences.
•Responds to written and verbal inquires from a variety of internal and external sources for the purpose of providing information and/or providing direction.
•Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
•Update company profile and pre-qualification documents.
Receptionist:
•Open, sort, and distribute incoming correspondence, including faxes and email.
•Answer a high volume of calls and maintain a rapid response rate according to agreed standards.
•Log information on calls received, where required and maintains detailed and accurate records.
•Maintain and update continuously, by local knowledge and by local means, a log of the availability of staff likely to receive inbound calls.
•File data and perform other routine clerical tasks as assigned and for other departments as needed.
•Communicate and liaise verbally and in writing between visitors and relevant staff, and interpret & respond clearly and effectively to spoken requests over the phone or in person, and to verbal or written instructions.
•Log incoming and outgoing correspondence including PR’s, letters, quotation, invoices and other important documents and distribute as per distribution list.
•Call and faxed outgoing LPO’s and Letters to suppliers/clients.
•Prepare and organize incoming and outgoing packages or couriers.
•Prepare transmittal for internal and external transmittal for documents as instructed.
Administrator-Labour and Immgration Affairs( HR DEPARTMENT)
Oger Abu Dhabi, L.L.C.
June 2008 up to Oct.31, 2011
Duties & Responsibilities:
• Performs variety of typing assignments, which are sometimes confidential in nature; operates personal computer to enter data, draft, edit and print reports and make sure of the status of all employees.
• Prepare and collect documents for newly hired employees, Mission, Visit visa, residence visa and send to typing office.
• Coordinate with PRO for submission of visa application to Immigration office.
• Answering calls and give information concerning status of employee, take messages or transfer calls as appropriate.
• Update/Monitor incoming and outgoing documents from HR Department such as for new Work Permit, Employment Visa, Labor card, Cancellation and make sure of the status of the employees in the system.
• Prepare On-line and E-dirham reports for online visas such as (Employment Visa, Iqama, Mission Visa, Change details), labor cards and work permit and other fees from Labor and Immigration office and make them available at all whenever it needed.
• Submit and follow-up on-line reports and e-dirham reports to Finance Department and Accounting Department for the issuance of On-Line and E-dirham cheque.
• Keep track of all petty cash expenses, reimbursement expenses and Cash advances reports, Emirates Identity report for Labour and Immigration.
• Manage and assist PRO staff in petty cash distribution for (Health and Insurance Certificate for Mission Visa, Infinity services, translation, emirates identity card fees, attestation, bank guarantees for Visit Visa, E-wallet fees for Labour system, Empost service fees and other related fees.
• Perform petty cash reconciliation.
• Secures safe custody of all employees’ passports and arrange employee’s passport by employee number.
• Monitor and update incoming and outgoing passports for cancellation, vacation, passport renewal as per the Supervisor’s instruction.
Data Entry Operator/Secretary ( LOGISTIC DEPARTMENT)
Oger Abu Dhabi, L.L.C.
Dec. 2007 -May 2008
Duties & Responsibilities:
• Issue office supplies and equipment and compiles records of supply transactions/stationery request form from requestor.
• Prepare material requisition for new stocks and to be forwarded to Purchasing Department Verify the supplies received if it is on the Material requisition and invoices.
• File housing contracts and other related forms for housing and make accessible when needed
• Receive phone calls and e-mails for driver’s request.
• Assist in planning and assigning driver schedule to specific requests.
• Reports vehicle maintenance to the car rental agency.
• Assist in scheduling of appointment meetings of the Manager.
• Provides routine office support such as answering phones, making copies, faxing, encoding and scanning.
• Prepare memos and other forms of letter as per request by the Supervisor