Executive Secretary / Document Controller
Alstom
Total years of experience :22 years, 7 Months
• Secretarial & administrative jobs - handle all correspondence on own initiative, screening & entering daily correspondences both incoming and outgoing mails in database and updating it, manage calendars & schedule meetings, receiving and accessing all incoming e-mails and telephone calls, handling confidential files, maintain a good filing system and stored in a secure location, travel arrangements for business tour & guests, hotel bookings, agenda & minutes of the meeting, prepare and edit reports & documents, deal with customers, clients and representatives of various organizations, co-ordinate and liase various issues within the organization and entities outside the organization. Renewing employees Resident permit, work permits etc from time to time.
Coordination with sites & arranging gate passes for NCC, DCC & Substations, Ras Laffan Industrial City, Messaieed, Ras Abu Fontas, Doha International Airport etc. Preparing weekly reports in coordination with the project managers and other related departments and maintain good working relationships with the senior management team and interact with other direct reports in a mature and professional manner, performs other tasks as required from time to time. Receiving response from client’s regarding the document submissions, scanning it and forwarding them to the concerned.
Updating the incoming and outgoing correspondences in the server.
Renewing employees Resident permit, renewal of Labour cards, arranging exit for the employees. Travel arrangement, travel insurance and applying visa through various embassies.
Assisting accounts dept to prepare the invoices and their follow up. Assist project managers for preparing contract documents for various projects.
Assist EHS person for arranging training, reporting risk assessment, reporting near misses etc. Consolidation of Time sheet for employees.
Complete document controlling such as preparing project files for office & site and keeping it updated, scanning the hard copy & converting into electronic format for electronic filing with proper numbering & project-wise, filing of hard copy, maintaining proper records of all documents for easy access as & when required by the concerned depts. Receiving Approved Documents from consultants and forwarding them to the concerned sub-contractors, maintaining soft copies in the server. Helping the Design Dept in preparation of As-Built & O & M Manuals as per the guidelines. Keeping an updated record of submitted documents and received approved documents. Forwarding the approved documents to the sub-contractors.
Preparing site inspection with appropriate documents needed. Uploading the documents in clients/consultant/s database. Preparing title blocks for the drawings. Keeping the approval tracking of the drawings and forwarding to engineering dept for submitting next revisions. Receiving redmarks drawings from site and assists engineering dept for submitting as built drawings. Keep a track of all approved drawings, drawings which are pending for approval etc for easy reference to the design dept and project managers.
L/C matters viz. filling L/C applications & submitting to banks alongwith special instructions, following L/C amendments, renewing bank guarantees, follow-up with suppliers and their payment terms through L/C etc., obtaining quotations from various local and international suppliers as per the indent and request from the various dept., price comparison chart, follow-up for shipment with suppliers, arranging transport for consignment, insurance etc.
Claiming of Marine Cargo Insurance from concerned insurance companies with valid documents.
Preparing quotations as per the BOQ & specifications provided, follow-up of awarded jobs & projects.
Placing orders, requesting Pro-forma invoice, comparison of orders with Pro-forma invoice and finally confirming the order.
Claiming of Marine Cargo Insurance from concerned insurance companies with valid documents.