Personal Assistant / Projects Document Controller / Projects Administrator
GULF PRECAST CONCRETE COMPANY L.L.C.
مجموع سنوات الخبرة :14 years, 9 أشهر
•Direct Reporting to Area Operations Director of Dubai/India/Qatar
Responsibilities:
•Ad hoc duties as required to assist the Area Operations Director (AOD).
•Provide high level of administrative support to Area Operation Director, all Dubai Projects/Operation team including Senior Project Manager & Project Manager and PCI team (Planning, Cost Control & Invoice).
•Handle meeting arrangement as instructed and as per availability of Area Operations Director. Including weekly coordination meeting of Managers.
•Attend and prepare the agenda/minutes of meeting and distribute to all attendees.
•Liaise with the Senior Projects Manager and Project Managers for the progress projects reports daily/monthly.
•Coordinate to all departments related to the company’s document management control procedure including transmittal, drawings, and all correspondence internally & externally.
•Support and provide assistance to all Dubai site Document Controller to ensure the proper workflow.
•Create, record and maintain a systematic and efficient documentation and filing system document data into the company data base ensuring that the information is accurate and up to date.
•Gather all documents and screen it for approval of AOD.
•Preserve and handle highly confidential material and knowledge with discretion.
•Perform the duties of project administrator to produce comprehensive and consolidate reports on monthly basis.
•Control all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
•Prepare, update and maintain document control procedures in line with the company’s document management system.
•Coordinates to all DC’s (Projects, Factories and other departments) to ensure that all correspondences externally/internally distributed as it should be in respective areas.
•Monitoring the timesheet and payroll preparation by submitting in company data base (Enterprise Resource Planning - ERP).
•Payroll preparation and submit as per company data base and related duties.
•Direct Reporting to Projects Director
Location: ICAD 1 Mussafah 1, Abu Dhabi, UAE
•Ad hoc duties as required to assist the Projects Director (PD) and Deputy Projects Director (DPD).
•Provide high level of administrative support to Projects Team (Projects Director, Deputy Projects Director, 2 nos. Sr. Project Manager & 5 nos. Project Manager).
•Manage, check and delete the unnecessary emails of Deputy Projects Director on daily basis. Doing the same occasionally for Projects Director if requested. Inform PD/DPD for any urgent emails related to sites.
•Prepare and compose correspondence letters, emails, minutes of meetings, memos, etc.
•Record and maintain a systematic and efficient documentation and filing system using company’s database, either for a particular project by assigning specific reference number to all correspondences such as letters, memos and drawing transmittal, which are updated and organized for easy access and archiving.
•Review incoming and outgoing documents and ensure that correct parties receive the documents requested for a particular project for their accuracy and quality.
•Time sheet and payroll preparation by data base for 70+ staff and 1, 300+ workers.
•Handle meeting arrangement as per instruction.
•Organize travel bookings and do research as requested for personal matter.
•Coordinate with human resource department regarding staff and workers related issues, applying leave, withdraw passport and clearance as well as managing to get approval of confidential documents.
•Assign to train the new appointed Document Controller to understand and be familiar in documentation procedures, policies and records management.
•Handles petty cash if required and ensures accountability and optimum level of cash
availability.
•Performs other similar or related duties as assigned, such as liaising with concerned
personnel on administrative matters.
•Arranges for meetings as instructed. May attend meetings to take minutes.
• Maintains a safe and healthy patient environment by following asepsis standards and procedures.
• Maintains security precautions and following prescribed dietary / nutrition standard requirements.
• Perform tracheotomy care and suction if need to prevent blocking of airway.
• Assist patient with mobility and physical therapies/exercises on daily basis.
• Maintain patient care records and document provided services (nurse's notes).
• Monitor patient (vital signs, temperature, respiration, etc) and report on patient’s condition.
• Provide and perform personal care activities for the patient on daily basis.
• Administer prescribed medications on time and carried out doctor’s order.
• Adherence to company’s policies and procedures for proper workflow.
Responsibilities as Human Resource Assistant:
• Assisting and providing high level of administrative support to the HR manager.
• Scheduling appointments and conducting initial interview to the applicants.
• Maintain the confidential files and control logs as required.
• Preparing correspondence and memorandum.
• Receiving phone calls and response to queries related to HR Department.
• Preparing, encoding and summarizing of daily time record (DTR).
Responsibilities as Company Nurse:
• Ensuring and securing the safety of work environment as per company policy.
• Providing health care support to the employee.
• Maintaining the clinic and ensure the availability of first aid medicines and equipment.
• Recording and reporting the injury and referred the injured employee to the nearest hospital if needed.
• Giving health teaching to all employees related to their work place.
Registered Nurse in the Philippines (Licensed)
