PROJECT EXECUTIVE ASSISTANT (Qatar Foundation - Renad Academy Project)
ASTAD Engineering Consultancy & Project Management
مجموع سنوات الخبرة :24 years, 0 أشهر
• Dealing with correspondence.
• Managing diaries and organizing meetings (Progress meetings, workshop meeting and pre-design meetings and appointments such as MS teams meeting and video record.
• Implementing and maintaining procedures/administrative systems.
• Reviewing the draft MoMs and share with the team for review before issuing it officially.
• Follow up the Monthly progress reports.
• Prepare PCR and issue to the client.
• Prepare Arabic letter to stakeholders.
• Preparing the deployment plan for the project team.
• Prepare the Organization chart, documents flow chart and invoices flow chart.
• Review the consultant submitted invoices and insure that all documents are attached before sharing with the team.
• Prepare Project Correspondence and Requests (PCR) to Client
• Prepare Personnel Approval Form (PAF) to get client approval for the team deployment and mobilization.
• Handling Incoming and outgoing emails, correspondences for 26 packages and ensure that it reaches the concerned staff.
• Prepare letters and emails, as requested by Project Managers, and ensure its correct archive.
• Check if all required documents/attachments are included in incoming and outgoing correspondence. Proofreads correspondence before releasing through EDRMS.
• Maintaining system & controlling correspondence logs and registers.
• Identify important and urgent issues and raise them to the concern staff.
• Preparing letters formats with the correct information as per agreed with the client.
• Also act/perform as Document Controller (Working on EDRMS program, Project Wise).
• Review and process all staff requests assigned by the management for all related administrative services such as leave processing etc. to facilitate effective personnel administration.
• Assist in the preparation of timely and accurate departmental statements and reports to meet ASTAD and department requirements, policies and standards.
• Perform other related duties or assignments as directed.
• Assist to prepare the tender submissions, RFPs and reviews.
• Arrange Management meetings.
• Prepare the Three months deployment and forward to the client for approval.
• Following up and going through all process for proposing and hiring new candidates under the project.
• Following up the CSC, Designer and contractors monthly Application for Payment and forward the recommendation to the client for approval.
• Prepare the monthly Application for Payment and Invoices.
• Handling Incoming and outgoing emails, correspondences for 26 packages and ensure that it reaches the concerned staff.
• Prepare letters and emails, as requested by Project Managers, and ensure its correct archive.
• Check if all required documents/attachments are included in incoming and outgoing correspondence. Proofreads correspondence before releasing through EDRMS.
• Maintaining system & controlling correspondence logs and registers.
• Identify important and urgent issues and raise them to the concern staff.
• Preparing letters formats with the correct information as per agreed with the client.
• Also act/perform as Document Controller (Working on EDRMS program, Project Wise).
• Review and process all staff requests assigned by the management for all related administrative services such as leave processing etc. to facilitate effective personnel administration.
• Assist in the preparation of timely and accurate departmental statements and reports to meet ASTAD and department requirements, policies and standards.
• Perform other related duties or assignments as directed.
• Assist to prepare the tender submissions, RFPs and reviews.
• Arrange Management meetings.
• Prepare the Three months deployment and forward to the client for approval.
• Following up and going through all process for proposing and hiring new candidates under the project.
• Following up the CSC, Designer and contractors monthly Application for Payment and forward the recommendation to the client for approval.
• Prepare the monthly Application for Payment and Invoices.
• Management of CFO’s calendars (and others as requested).
• Arranging business trips and all related documents for CFO.
• Reviewing of CFO mail/incoming correspondence, sorting, and filing as required.
• Providing reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members.
• Filter calls, enquiries, etc; Prepare correspondence and communications (as it pertains to the executive management team).
• Prepare and edit presentations.
• Complete research projects as required; analyze and assemble data for report preparation.
• Provide assistance with mailings, correspondence, enquiries and other tasks.
• Miscellaneous administrative support as required (eg. Letters, presentations, correspondence).
• Maintain filing system and overall confidentiality levels associated with performing duties as assigned.
• Board/Senior Volunteer Support:
• Taking of minutes at Management meetings and completion of draft minutes within specified timelines.
• Preparation agendas and other documents (as required).
• Tracking of attendance, agenda item requests in accordance with established processes.
• Organize corporate meetings; orchestrating conference calls, preparing presentations, catering requests and minute taking.
• Office Administration:
• Ensure tidiness of the office (eg. after meetings ensure meeting rooms are tidy); ensure the office facilities maintain a professional appearance.
• b. Ensure all equipment is functioning properly (ie. mail machine has required postage).
• Coordinate office purchases (eg. Equipment, furniture) and inventory quantities, in conjunction with the CFO.
• Coordinate facilities requirements, moves, maintenance, etc. with the landlord as well as new hire set up.
• Assisting with any personal administrative duties on behalf of the CFO, ensuring that the CFO’s day is optimize to the maximum.
• Arrange business meetings with Suppliers.
• Review all Quotations and prepare comparison sheet for CFO review.
• Highlight comments and discuss my point of view with the CFO.
• Have the authority to contact direct with the banks and handle issues under my responsibilities.
• Follow up with Business Development Dep. The new tenders in order to prepare the tender bonds.
• Handling all financial requirements for all group of companies, such as the payroll, attendance sheet, Salary certificates addressed to the bank, etc.
• Follow up with HR for those who are going on leave in order to submit online the Exit Permit & get the tickets from the travel agency.
• Follow up the working visa approvals for new candidates.
• Responsible of all original documents for the all companies including all original delegations and follow up the renewal of expired legal documents.
• Handle projects in Tender, Design &Construction Stage and internal invoice processing.
• Carry out minor translation of English to Arabic or vice versa when preparing letters addressed to outside parties(Government)
• Handling Request for Mobilization (RFM) for contractors, and its log for tracking of approval, mobilization and for constant update of status.
• Handling Incoming and outgoing emails, correspondences and ensure that it reaches the concerned staff.
• Prepare letters, faxes and emails, as requested by Project Managers, and ensure its correct archive.
• Check if all required documents/attachments are included in incoming and outgoing correspondence. Proofreads correspondence before releasing.
• Maintaining system & controlling correspondence logs and registers.
• Identify important and urgent issues and raise them to the concern staff.
• Preparing letters and Faxes formats with the correct information as per agreed with the client.
• Also act/perform as Document Controller.
• Review and process all staff requests assigned by the management for all related administrative services such as leave processing etc to facilitate effective personnel administration.
• Assist in the preparation of timely and accurate departmental statements and reports to meet ASTAD and department requirements, policies and standards.
• Perform other related duties or assignments as directed.
• Handle projects in Tender, Design &Construction Stage and internal invoice processing.
• Carry out minor translation of English to Arabic or vice versa when preparing letters addressed to outside parties(Government)
• Handling Request for Mobilization (RFM) for contractors, and its log for tracking of approval, mobilization and for constant update of status.
• Handling Incoming and outgoing emails, correspondences and ensure that it reaches the concerned staff.
• Prepare letters, faxes and emails, as requested by Project Managers, and ensure its correct archive.
• Check if all required documents/attachments are included in incoming and outgoing correspondence. Proofreads correspondence before releasing.
• Maintaining system & controlling correspondence logs and registers.
• Identify important and urgent issues and raise them to the concern staff.
• Preparing letters and Faxes formats with the correct information as per agreed with the client.
• Also act/perform as Document Controller.
• Review and process all staff requests assigned by the management for all related administrative services such as leave processing etc to facilitate effective personnel administration.
• Assist in the preparation of timely and accurate departmental statements and reports to meet ASTAD and department requirements, policies and standards.
• Perform other related duties or assignments as directed.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Generate the various document control reports as required.
• Typing of site documents, and follows up of all the site needs.
• Demonstrating / presenting company products.
• Establishing new business with existing and new client via mails.
• Maintaining accurate records.
• Negotiating contracts.
• Handle complaints to the full satisfaction of the customer and the company.
• Coordinating and organizing chairman's daily, weekly and monthly tasks (Schedule meetings, internal and external circulation of Chairman's announcements and business results, travel arrangements, etc.)
• Arranging with staff and business partners on behalf of Chairman's when required for meetings, new procedures, and internal requirements. This includes but not limited to providing equipment and facilities needed to assist conducting positive and100% error free meetings / events.
• Initiate contacts with customers based on Chairman's instructions and ensure relevant and positive arrangements (ie - equipment, facilities, location, etc..) are in place prior to meetings.
• Preparing meeting(s) agendas and forward to concerned parties as well as writing meeting minutes for distributing and filling for future follow up /evaluation.
• Close and professional coordination with other colleagues to assure the Chairman’s preparation for meetings, presentations or other engagements. Administrative and functional activities.
• Handling personal financial matters for chairman with confidentiality.
• Drafting and sending business and private correspondences on behalf of chairman.
• Taking notes and sending daily reports to the chairman during his absence.
• Covering business legal aspects on behalf of top management and present a unique image to the company.
• Keeping organization's best interest at the forefront and ensure that all raised opinions are given fair treatment based on Chairman Instructions.
• Give idea for Business cards and letter head design and follow up with the concern.
• Coordinating and organizing chairman's daily, weekly and monthly tasks (Schedule meetings, internal and external circulation of Chairman's announcements and business results, travel arrangements, etc.)
• Arranging with staff and business partners on behalf of Chairman's when required for meetings, new procedures, and internal requirements. This includes but not limited to providing equipment and facilities needed to assist conducting positive and100% error free meetings / events.
• Initiate contacts with customers based on Chairman's instructions and ensure relevant and positive arrangements (ie - equipment, facilities, location, etc..) are in place prior to meetings.
• Preparing meeting(s) agendas and forward to concerned parties as well as writing meeting minutes for distributing and filling for future follow up /evaluation.
• Close and professional coordination with other colleagues to assure the Chairman’s preparation for meetings, presentations or other engagements. Administrative and functional activities.
• Handling personal financial matters for chairman with confidentiality.
• Drafting and sending business and private correspondences on behalf of chairman.
• Taking notes and sending daily reports to the chairman during his absence.
• Covering business legal aspects on behalf of top management and present a unique image to the company.
• Keeping organization's best interest at the forefront and ensure that all raised opinions are given fair treatment based on Chairman Instructions.
• Give idea for Business cards and letter head design and follow up with the concern.
• Preparing the projects schedules (Using Primavera 6).
• Provide general secretarial / administration support to senior managers & Directors
• Organizing external / internal meeting attending them and taking minutes.
• Making appointments and arranging travel and accommodation.
• Dealing with incoming emails, faxes and post.
• Producing board meeting papers, agendas, and facilities for meetings.
• Promoting a professional image of the company.
• File and retrieve documents, correspondence, records and reports, and set up filing systems.
• Manage and maintain executives' schedules.
• Organize travel arrangements, business itineraries, conferences and social functions for executives.
• Make information searches and compile information for executives.
• Perform general office duties such as ordering supplies, serving refreshments and reporting about non-functioning office equipment.
• Supervise other office workers and delegate work to them.
• Manage customers relationships
• Interact directly with shipping lines, other service providers
• Handle all requirements of the customers. Either directly or through the specialized departments - in both cases, have full ownership of meeting the request in a timely, accurate and professional manner.
• Handle all communication with the customers. Have full ownership of informing the customers of new services, new charges, and shipment updates/status in a timely, accurate, professional and proactive manner.
• Follow up on customers' performance regarding volumes, and make sure that all potential challenges that could hinder the customer's support are solved efficiently and timely.
• Explore new/potential opportunities for the set of customers assigned and highlight them to the General Manager.
• Follow up/improve on customers' performance regarding payment, documentation requirements and invoicing requirements.
• Actively Searching for New Clients.
• Go on regular customer visits, either with the sales representatives or without.
• Manage customers relationships
• Interact directly with shipping lines, other service providers
• Handle all requirements of the customers. Either directly or through the specialized departments - in both cases, have full ownership of meeting the request in a timely, accurate and professional manner.
• Handle all communication with the customers. Have full ownership of informing the customers of new services, new charges, and shipment updates/status in a timely, accurate, professional and proactive manner.
• Follow up on customers' performance regarding volumes, and make sure that all potential challenges that could hinder the customer's support are solved efficiently and timely.
• Explore new/potential opportunities for the set of customers assigned and highlight them to the General Manager.
• Follow up/improve on customers' performance regarding payment, documentation requirements and invoicing requirements.
• Actively Searching for New Clients.
• Go on regular customer visits, either with the sales representatives or without.
• Ensure proper documentation of said documents and also ensure that all registers are kept up to date.
• Attend weekly / bi-weekly / monthly document control meetings and highlight issues / good practices.
• Work closely with the Team in ensuring each project has completed, signed and approved Take over Certificates where necessary.
• Collect, issue, receive and distribute incoming and outgoing correspondences within pre-agreed timeframes. Storage of incoming and outgoing documents.
• Weekly/Monthly meetings with Project Managers/Project Coordinators on implementing and following document control procedure.
• Provide administrative support to the GM in a timely and courteous manner.
• Arrange for GM’s meetings with staff and clients which require initiative, industriousness and the ability to work to tight deadlines.
• Responsible for word processing collation of official company documents such as annual reports, prospectuses, executive summaries and contracts.
• Monitor existing documents to ensure they remain thorough, accurate and up-to-date.
• Coordinate with various staff for operational support activities of the unit; serve as a liaison between departments and operating units in the resolution of day-to-day administrative and operational problems.
• Schedule and coordinate meetings, interviews, appointments, events and other similar activities for supervisors, which also include travel and lodging arrangements.
• Assist administration supervisor in some financial work including job appraisals.
• Preparing and posting job advertisements, screening applications, arranging interviews, participating in selection process, and administering pre-employment tests as required.
• Preparing source documentation needed for new hires, or effective changes in pay, status, or benefits.
• Execute pre-screening and/or final phone/face to face interviews for junior & mid-level posts & supports all parties in concern with assessment.
• Submit candidates’ offers and follow up on software until placing.
• Update and deliver weekly metrics for assigned hires
• Prepare and manage correspondence, reports and documents.
• Organize and coordinate meetings, conferences, travel arrangements.
• Take type and distribute minutes of meetings.
• Implement and maintain office systems.
• Maintain schedules and calendars, plus arranging appointments.
• Organize internal and external events.
• Handle incoming mail and other material; Set up and maintain filing systems.
• Set up work procedures; Collate information; Maintain databases.
• Communicate verbally and in writing to answer inquiries and provide information.
• Coordinate the flow of information both internally and externally
