Technical Assistant & Personal Assistant
RasGas Company Limited
Total years of experience :14 years, 5 Months
Budget & Contract Administrator and SAP Administrator
Responsible for receiving, filing and registration of all incoming and outgoing
transmittals regarding the contracts documents.
Receive, index and prioritize all incoming/outgoing documentation handling and
invoice processing, which includes verifying accuracy of claims in accordance
with Company procedure standards.
Act as interface between department and internal/external parties to source
documentation, as needed and control document access/retrieval and transfer including documentation transfer internally or to companies, vendors, contractors and other external sources.
Prepare and distribute reports/studies/analysis and alert for improvement focus areas.
Departments/Groups and ensure input and feedback are gathered.
Coordinate on-site and off-site activities and event which may include
shareholder meetings, customer or industry events.
Prepare SAP report of contracts regarding used and un-use budget.
Review of claims against the contracts Terms and Conditions.
Prepare/Assist Pre-award contracts and Tenders.
Facilitate contracts meetings and negotiations.
Prepare and Processing of Minor Work Order (Contracts below $50K)
Review Scope of Work and Quotations/proposals.
Reviewing of invoices claims against the agreement.
Facilitate COO and Department Managers Meeting regarding New Tender and
Contracts Pre-Award.
Assist Heads and Dept. Managers for Cost re-validation in SAP system.
Follow-up and coordinating Contract Insurance requirements.
Checked the documents for the final handover from contractor to client.
Maintaining the soft copies and hard copies of major and minor contracts in proper location and electronic database.
Ensure all contracts are filed, logged and stored properly in the database.
Support other department and project teams on all aspects of document control,
as required.
Assist the contractor queries with regard to documentation requirements,
contractual claims and other submittals.
Prepare the department monthly accrual, cost allocation, financial balance sheet
and work, program and budget
Process Purchase Requisition and Service Entry Sheet for invoices
Ensure accurate booking of cost codes
Ensure correct materials purchase for the department.
Support the execution of team activities and projects and prioritize the different
assignments to ensure smooth workflow within the dept./section.
-Reported to the division heads for brainstorming on how to expand the business and supported other staff members in the office;
-Developed purchase orders, handled computer generated reports, made travel arrangements, tracked information regarding office budgets, received and made phone calls, took appointments, arranged conferences, meetings and dealt with company visitors;
-Handled office stationery, ensured attendance records in the office, maintained confidentiality while handling office documents, files and papers; and monitored mails, faxes, incoming and outgoing communications that concerned office received from various companies;
-Updated and reminded office supervisor or manager of meetings, appointments or conferences to be attended and helped in developing computer presentations, generated reports, took down dictations and supervised the overall administrative functionality of the office;
-Filed, kept and organized office documents; and
-Receptionist and Personal Secretary.
-Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
-Coordinates office management activities for the administrator, executive or commission.
-Researches, compiles, assimilates, and prepares confidential and sensitive documents, and briefs the administrator or executive regarding content.
-Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the administrator or executive and staff.
-Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the administrator or executive accordingly.
-Makes referrals to appropriate staff or provides requested information.
-Informs others of the administrator’s or executive’s position on issues.
-Composes letters and memoranda in response to inquiries.
-Acts as liaison between the administrator or executive, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
-Produces a variety of documents, charts, and graphs in final form.
-Updates administrator or executive on status of issues before scheduled meetings.
-Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.
-Plans and coordinates arrangements for professional conferences.
-Reviews, proofreads, and edits documents prepared for the administrator’s or executive’s signature.
-Takes and transcribes dictation on technical and confidential matters from the administrator or executive.
-Coordinates and facilitates the administrator’s or executive's calendar to arrange appointments, meetings, and conferences.
-Recommends actions to be taken on office expenditures such as equipment and supply needs.
-Establishes and maintains various filing and records management systems.
Bachelor of Science in Nursing