Administrative Executive
Al Futtaim Group
Total des années d'expérience :5 years, 6 Mois
In charge for the company accommodation of the whole Al Futtaim Group and everything related to it plus other administrative work.
Receive, process, and register in ACONEX System all hard copies of incoming mails and those received thru ACONEX
Make the Weekly overdue reports from Roads and Transport Authority and Contractors to avoid delay in correspondence which requires immediate action
Prepare an overdue report of all the Letters that was sent to RTA and is due for response from them to the Engineer (Parson/Systra) monthly
Checks the incoming and outgoing correspondence circulation file for the QA Manager
Organize and set meetings of Parson’s QA team with RTA, and take down minutes of meeting and draft it in ACONEX
Assisting QA Department for all administrative works
Prepares the timesheet for payroll of the workers who does not have access to Parsons Web
Process, update & file the leave forms
Secretarial duties to the VP- Treasury, which includes typing of all correspondence, attending phone calls, organising meetings, filing of records, handling of incoming and outgoing mails, follow-ups, flights booking and making hotel reservations for business trips
Maintaining the leave records of the department
Ordering and providing of stationary supplies to the entire department, including raising of purchase orders, obtaining approvals, checking invoices against delivery notes, and receiving items
Provide administrative support to the Finance department in terms of preparation of LPO’s, typing of correspondence for the Finance Managers
Receive, log, and distribute incoming mail
Assist with the preparation of special projects and presentations
Ensures that necessary approvals are taken on project payment invoices, and if not, follow-up with the Project Managers for approvals and complete documentation
Keep track of all agreements signed by MAFI relating to Contractors / Consultants of all projects
Receive LPO relating to various projects / MAFI departments, check with respect to their authorization and receive invoices, complete verification, and send to Finance Manager for payment process
Maintain finance intranet site, including maintenance of forms, policies and procedures
Keep sensitive material in confidence when required
Complete administration of Data Tracking System Log in all project related invoices in DTS and track the movement of each invoice from the date of receipt until cheque is released to Contractor / Consultant
Ensures timely payments to Contractors / Consultants & Assists in maintaining total control over payable
Handles payment queries and correspondence with Contractors / Consultants
Handle purchasing, inventory, and issuance of all office, medicine, janitorial & drivers supplies for the whole company
In-charge for the maintenance of mimeo machine and control the mimeo printing for the whole company
Make the distribution of cost amongst all the departments with regards to office supplies & mimeo printing, and co-ordinate with Finance for the same
Compute the timekeeping of all contractors, which includes the janitors, drivers and security guards
Conduct physical verification of the company’s property
Reconcile the Plant Property Management in File Maker
Act as Admin and Canteen Committee Secretary
Update the tracking sheet using Vehicle Bill of Material (VBOM) and Worldwide Integrated Purchasing System (WIPS)
Constantly monitor the Foreign Exchange Rate for management decision
Receive and review purchase requisition for accuracy, completeness and proper authorization
Contact vendors to obtain prices, terms and technical descriptions and other pertinent information
Create and issue Manual Purchase Order
Expedite Purchase orders to Malaysia using WIPS
Update Common Material Management System (CMMS3)
Check and balance the delivered quantity against the Purchase Order
Maintain records of invoices, purchase orders, bids proposals and requisition
Draft and coordinate the review of items such as contracts, request for bids and proposals, service agreements and related items