Personal Assistant
Consolidated Contractors International Company (CCC)
Total years of experience :13 years, 8 Months
(Directly reporting to FM Director)
Duties and Responsibilities:-
Provides Secretarial Support to Facility Department Team:
•Coordinates and assist in preparation of the schedules for the monthly reports (e.g. Interim Maintenance of Electrical & Electronics, Mechanical and Plumbing reports such as HBSS, BHS, LET, PBB, PBSS and BCC report).
•Organizes meetings with Clients, Suppliers and within the department.
•Coordination of the transportation arrangement as and when it is required at site.
•Facilitates department staff to complete tasks including training coordination, electronic documentation, and/or paperwork.
•Communicates with employees concerning various matters pertaining to the site works documentation requirements such as door access/bcc pass and other related security paper works and passes.
•Performs such other duties as may be directed by the Director of Facilities Management and the Custodial Managers/Supervisors within the department.
•Assisting in communication with procurement department regarding service orders/material requisition at site.
•Maintains a variety of manual and electronic documents files and records (e.g. employees file, work orders, time sheets, expense reimbursement requests, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines.
•Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit within the department.
Duties and Responsibilities:-
Provides Administrative Support to HR Department:
•Mainly Coordinate travel arrangements / itineraries (Business Trip and Annual Leave Ticket) of our employees.
•Directly dealing and coordinating with the chosen travel agencies, ensuring that the travel agency understands what requirements must be met and review all of the agency’s bookings for accuracy, cost-effectiveness and policy adherence of the company.
•Process Reimbursements to those employees who will often need to be reimbursed for the cost of their hotel room, taxi ride, meal or other travel expense during their duty trips, and make it sure that such reimbursements are properly recorded, documented and issued.
•Invoices preparation from the travel agent pass thru the Account’s Department.
•Arranging domestic and international transportation and Hotel accommodations of the employees during their business trips and initial engagement of the company.
•Performing complex duties such as preparing LPO’s and Travel Authorization thru HRMS system.
• Log and update employees annual leave and business trip entitlement in the HRMS System
•Prepare confidential and sensitive documents related to the employees such as salary/employment certificate.
•Develop, compile, update and maintain employee records (hard and soft copies).
•Provides back-up support to the other HRMS Coordinator, assist our recruiters to source candidates.
•Coordinate communication with candidates and schedule interviews.
•Organize and schedule meetings and appointments.
•Write and distribute email, correspondence memos, letters, faxes and forms.
•Submit and reconcile expense reports from employees.
•Handling information requests from different various departments.
•Relay directives, instructions and assignment to executives.
•Maintaining the office procedures in accordance to the company ethics.
•Assisting other Secretaries during their annual leave in terms of their responsibilities in line to their respective departments
Logistics, Engineering, Procurement, Transportation, Risk Management, Project Coordination and Project Construction Support.
•Coordinate training schedules with individual.
•Assisting and performing complex Secretarial duties at APM Head House Phase 1 Project (APM) - ADIA Midfield Terminal Complex Abu Dhabi such as coordination of construction activities like inspection request, daily progress report and other disciplines relating to the project.
Duties and Responsibilities:-
•Manages the RE’s (WS Atkins - Consultant) and other top management diaries, to ensure that they are able to fulfill their commitments in accordance with their agreed priorities.
•Provides clerical and procedural support as needed.
•Responsible for the day to day execution of document control activities on a project.
•Listing out the Documents and documenting the project details.
•Tracking the pending documents through weekly progress reports
•Ensuring & conducting regular review audits to ensure information on all records is accurate and up to date.
•Scan, photocopy, image, organize and maintain documents, adhering to the company's document lifecycle procedures.
•Assisting the Resident’s Engineer in preparing the minutes of the progress and commercial meeting.
•Assist in the coordination of construction activities like inspection request and other disciplines relating to the project.
Manages the Managing Directors and other top management diaries, to ensure that they are able to fulfill their commitments in accordance with their agreed priorities.
•Produces notes of the Managing Directors meetings and ensuring follow-up action is carried out.
•Documentation of Enquiries, Quotes, job orders and maintenance of all routine correspondences
•Maintaining front office communications and guiding the administrative functions.
•Open, read, route and distribute incoming mail and other material, and prepare answers to routine letters.
•Generate forms for all functions like inspection, purchase requests, enquiry check lists, Job completion reports, site specific documents to reduce ambiguity in performance.
•Maintains records and files of the office.
•Provides clerical and procedural support as needed.
•Ability to work independently and professionally.
•Assists in providing routine information related to office works.
•Review and guide all the routine work done by others to check for correctness in subject, format, etiquette, clarity and in line with the management polices etc.
•Administer HR-related documentation, such as contracts of employment, pay roll, cash management, company vital documents
•Assisting the recruitment process of the company in writing job function, release of advertisement, sorting and ranking of the candidates and assisting the management in selection process.
•Performs related duties as required.
•Typing inquiries, quotations, LPO’s and other related office works.
courses: Cagayan De Oro - Philippines