RMS Administrator/Project Executive Secretary
Contrack Watts, Inc.
Total years of experience :17 years, 7 Months
• Preparation of major submittals, drawings, RFI’s, correspondences via RMS to the client for approval.
• Imports all the replies from the Client through the system.
• Recording of daily report, daily manpower, and daily man hour through the system.
• Records all the meetings done and inspections at site as well through RMS.
• Records all the QC test requirements done through the system.
• Prepares all Logs, back up files for all the transactions done at site.
• Edits Minutes of Meeting.
• Follows the shipment documents from Customs of Clearance inside the base.
• Assists PM’s filing and documentation.
• Arrange, coordinates meetings/conferences as required.
• Document/record information, maintain files, process all papers works and performing day to day administrative tasks.
• Create and maintains an effective electronic filing system where reference indexing, updates and retrieval process are used.
• Carry out all administrative functions for the Project
Direct Responsibilities:
• Preparation of major submittals, drawings, RFI’s, correspondences via RMS to the client for approval.
• Imports all the replies from the Client through the system.
• Recording of daily report, daily manpower, and daily man hour through the system.
• Records all the meetings done and inspections at site as well through RMS.
• Records all the QC test requirements done through the system.
• Prepares all Logs, back up files for all the transactions done at site.
• Edits Minutes of Meeting.
• Follows the shipment documents from Customs of Clearance inside the base.
• Assists PM’s filing and documentation.
• Arrange, coordinates meetings/conferences as required.
• Document/record information, maintain files, process all papers works and performing day to day administrative tasks.
• Create and maintains an effective electronic filing system where reference indexing, updates and retrieval process are used.
• Carry out all administrative functions for the Project
• Control all incoming and outgoing project documentation.
• Assists Assistant Project manager to prepare correspondence, presentations and Progress reports.
• Update project status reports preparation and submission to Head office with assistance of planning department.
• Daily inspection request logging and distribution to concern parties as per instruction of Assistant Project Manager.
• Coordination with client, and subcontractors to arrange and organize periodic meetings on site issues.
• Preparation, logging and filing of QA\QC departments correspondence incoming and outgoing.
• Preparation and updating all documents related to Non-Conformance Reports and Site Instructions at site.
• Preparation of submittals and transmittals of QA\QC documents.
• Preparation submission and distribution of site inspection requests (IR’s) as per direction of QA\QC manager.
• Follow up for response of QA\QC documents with consultant’s document controlling office to avoid any delay.
• Assist QA\QC engineers for preparation of daily reports, site inspection and observation reports and logging as per direction of QA\QC manager.
• Preparation of all documents related to EHS and BCC for JAFZA and Government department’s inspections.
• Logging all lab test reports for concrete and compaction tests and provide updates to relevant engineers.
• Logging third party test reports and offsite test reports and filing as per approved Project Quality Plan.
• Preparation and maintenance of material delivery logs in coordination with site warehouse and material inspection engineers.
• Preparations of PM’s Outgoing mail/letter Log and file all documents received and issued. Maintain/ set up filing system and procedures.
• Process in-coming mail; open, stamp and sort for priorities. Distribute to appropriate recipient and file.
• Ensure continuance of office routine in supervisor’s absent.
• Responsible for expending and updating professional knowledge and honing training skills in order to enhance individual and team innovation and productivity.
• Capable of managing documents in hard copy, and variety of pertinent software programs and data bases.
• Provide product traceability information upon request of various departments.
• Archive all quality assurance inspection records.
• Ensure compliance related activities are accurate.
• Prepare reports & memorandum
• Prepare reproduction of documents if needed
• Perform other duties assigned.
• Updating PM’s Meetings
• Monitoring Office Supplies
• Logging Minutes of Meeting
• Taking down dictations
• Preparing Transmittals
• Recording Staff’s vacation leave
• Preparing Monthly Meeting Matrix
• Responsibilities include mainly of preparing weekly reports on hauling and billing of hardware materials used for resort construction. Also, released weekly payroll reports and meeting memoranda as needed.
• Safekeeping government department files, receiving and releasing incoming and outgoing documents with proper documentation and assisting the business schedule of the Budget Officer.