administrative assistant
Canadian Veterinary hospital
Total years of experience :14 years, 9 Months
Smoothly and efficiently run the front desk and all incoming and outgoing transactions.
Ensure that the appointment books are well maintained, coordinated
Provide a general administrative and clerical support when required.
Greet clients and guests with enthusiasm.
Participate in and assists in preparation of maintenance reports and statistical performance data.
Responsible for maintaining a safe, clean, sanitary, healthy, presentable, professional atmosphere,
free of dust, clutter and trash in all working facilities and areas.
Filing and organization of documents (both electronic and / or hard copies)
Control over documentation modification, distribution, issuance (as per procedure) during its whole life cycle
Maintenance of a list (register) of applicable documents
Distribution of documents to relevant people / organizations
Smoothly and efficiently run the front desk and all incoming and outgoing transactions.
Ensure that the appointment books are well maintained, coordinated
Provide a general administrative and clerical support when required.
Greet clients and guests with enthusiasm.
Participate in and assists in preparation of maintenance reports and statistical performance data.
Responsible for maintaining a safe, clean, sanitary, healthy, presentable, professional atmosphere,
free of dust, clutter and trash in all working facilities and areas.
Filing and organization of documents (both electronic and / or hard copies)
Control over documentation modification, distribution, issuance (as per procedure) during its whole life cycle
Maintenance of a list (register) of applicable documents
Distribution of documents to relevant people / organizations
Sets up and maintains efficient electronic and paper files.
Manage the schedule for the MD, for meetings and appointments.
Manage senior management / expatriate personal file.
Manage all matters with regards to expatriate, including work permit, income tax and arrangement for initial stay.
Co-ordinates within the Finance team on report compilation.
Handles phone calls and visitors professionally and takes accurate messages.
Prepares meeting materials and logistics Handles meeting arrangements.
Suggests new or revises procedures to help office and teams accomplish their goals more effectively and efficient.
To undertake any other assignments/projects assigned by the Management from time to time
Develop a system that authorizes staff at different levels to access appropriate construction documents without going through the controller.
Send and receive documents from external organizations, prepares and edits paperwork for contract agreements, and ensures all records-management activities adhere to institutional policies and legal regulations.
Managing engineering documents such as engineering drawings, inspection instructions, confidentiality agreements, material specifications and mixing instructions.
File and retrieve records of the building blueprint, building permits and contract agreement
Conducts regular review audits to ensure information on all records is accurate and up to date as well as collects and stores file from various departments
Dealing with redundancies, gross misconduct, maternity leave issues.
Assisting in the short listing of suitable tendering.
Dealing and advising on disciplinary and grievance procedures.
Assist in tendering comparison and finalizing
Making sure that any payments released, transferred as planned.
Assisting in the set up and maintenance of client, consultant, contractors and subcontractors databases.
Working on payment request and communicate with Finance department to release payment to consultants, contractors and subcontractors
Attending and working on minutes of meeting
Assisting in tendering comparison and finalizing
Attend and assist in Design workshop
Review LOA, LOI
Manage As-built drawing and Operation & Maintenance Manual
Providing employment references for past employees.
Organising and arranging interviews for candidates.
Support site engineers and other department in providing necessary drawings.
Conducting interview with job applicants, asking relevant questions.
Document Control
Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
Maintain registers of all receipts and issues or submissions of documents and correspondence.
Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.
Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.
Assist with the implementation, management and administration of the electronic document management system.
Perform document control & Quality management activities.
Maintain procedures for maintaining documents and manage change control of documents.
Work closely and liaise with contractors’ document control group in all matters relating to document control.
Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.
To ensure compliance with quality assurance requirements at all time.
Communicating with the QA/QC department head regarding further management of documents
Receive
Receive and distribute project documents and drawings to the right department and right person (action parties) as per agreed procedure after Project Manager’s Review.
Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.
Ensure the correct stamping all documents or drawings in accordance with the prevailing document control procedures.
Record
Maintain records of engineering documents and drawings in hard copies and electronic files.
To maintain the record of all controlled documentation - issue, status and location.
Record of Drawings, Method Statement, Material Submittals, Sample Submittals, Contracts, Payment Certificates, Documents of Civil, Mechanical, Electrical, Piping, Structural Documents, Drawings, Specifications, Progress Reports, Survey Reports, etc.
Scan
Scan and store the approved shop drawings in the database so that the project team can access.
Keep current hard copies and file supersede version.
File / Store
To file all project documents : project wise, date wise, subject wise, sender wise with sequence.
Maintain, record and control the engineering library of relevant procedures, codes & standards, specifications and reference documents, contract documents, within the secure document control area.
Maintains and controls filing system for Engineering, Construction documents, Requisitions, Purchase orders, Invoices, etc.
Archives & Retrieve
Manage archive activities for controlled documents and validation of files.
Project Support
Prepare reproduction of documents if needed.
Prepare reports & Memorandum.
To organize copies of hard & softcopy documents, incoming and outgoing.
Induct new employees to site administration procedures.
To ensure that all incoming documents / drawings & outgoing documents are maintained.
To ensure that copies of all correspondence are issued to respective recipients after receipt and dispatch.
Maintain Document Control Database.
Document distribution of both electronic and hard copy to various action parties.
Proper filing of the documents in correspondence files with file reference and letter number.
Responsibilities include handling multiple Department correspondences, records and filing, telephone calls and other related duties. Using office equipments like printer, scanner, fax machine, Xerox machine, binding machine and laminating machine. Using MS word and Excel as and when required to streamline the office functions.
Skills
Excellent organizational skill.
Experience in Microsoft Office and ability to prioritize the workload as required.
Expediting Documentation, necessary follow-ups with concerned parties involved in the document, taking correct action to guarantee the availability of documents to required timeline.
Acquired expertise in document control work including maintenance of documents and engineering drawings.
Classroom management
Planning, preparing and delivering lessons to a range of classes and age groups
Preparing and setting tests, examination papers, and exercises
Marking and providing appropriate feedback on oral and written work
Devising, writing and producing new materials, including audio and visual resources
Organizing and getting involved in social and cultural activities such as sports competitions, school parties, dinners and excursions
Attending and contributing to training sessions
Participating in marketing events for the language school
Preparing information for inspection visits and other quality assurance exercises
Freelance teaching on a one-to-one basis
Basic administration, such as keeping student registers and attendance records.
Generating the reports and intra office communications of various Documents