Secretary
Whitespace Architects
Total years of experience :8 years, 11 Months
• Provide secretarial and administrative support to the team on site
• Issue letters to Contractor, Client and other correspondence on behalf of project team members
• Diverting correspondence to other staff where appropriate
• Receive & verify documents from Contractor & Client such as Letters, Inspection Requests, Method Statements, NCR’s and Technical Documents and distribute to engineers in charge
• Tally site expense report
• Collect and verify timekeeping information for site employees
• Calculate pay according to hours worked
• Resolving site payroll discrepancies
• Issue monthly Invoices to client for the Site Services rendered
• Issue NCR’s & Document transmittals to Contractor
• Uploading documents to the database such as letters, invoices, transmittals, NCR, shop drawings and all related documents to the project
• Provide full secretarial and admin support to the project team to ensure the smooth running of the Project Operations.
• Maintain records of Engineers and assist in their movements.
• Respond in a timely manner in requests to retrieve information, information searches and general requests for support from project/department personnel.
• Ensure all documentation provided is as per Company quality formatting requirements.
• Formatting may include correcting templates, fonts and style, pagination and
numbering and other activities that may be required to achieve a company’s documentation requirements.
• Ensure all templates used with the department conform to the Aramco Overseas Company Standard.
• Issue document transmittal replies for Contractor as per the Engineer
• Work in strict co-operation with the Project Engineer and Inspection Department to ensure project progress status integration.
• Maintain a proper and user friendly filing and document control system for recording and tracking of all documents for the project team and Support the Project Engineer and project team in daily secretarial roles.
• Screening of telephone calls, enquiries and management of the day to day office administrative duties
• Issues the requested Purchase Order for Production Dept., Engineering Dept., Marketing Dept., Technical Dept., and Safety Dept. through the system Webgate AS400
• Coordinates with suppliers in order to schedule and expedite deliveries or works as per the Purchase Order and resolve all purchase issues and coordinate with accounts payable department to process all invoices
• Maintain records of all purchase order and associate documents for all processes
• Generates Purchase Receipts to close order
• Assists Commercial Dept in preparing quotations with the use of CRM
• Compiles submittals as requested by Sales and Commercial Dept.
• Arrange flights and hotel bookings as requested by Department Heads/Managers
• Maintains and update quotation for Raw Materials from suppliers
• Prepares monthly expense report for Managers
• Prepares daily and monthly petty cash report
• In charge for releasing of cheques for suppliers
• In charge of the Outbound couriers (including requesting for quotation, request for the approval of Material Safety Data Sheet and organize related documents as required); Prepares Monthly Courier Report Locally and Internationally
• Takes charge for the monthly inventory and order for office stationery supplies and toner cartridges for printers
• Relieves Office Manager job when on leave; Relieves Purchase Manager job when on leave
• Providing administrative and hr assistance when necessary