Administrative Assistant
ASTAD PROJECT MANAGEMENT
مجموع سنوات الخبرة :21 years, 4 أشهر
and Achievements
* Maintain and update a comprehensive electronic and physical filing
system in the office. Files include business correspondence like
memos, reports, faxes, minutes of meetings related to projects
* Thoroughly review the incoming document, collect all related
correspondence, and present to Senior Program Director for Review.
* Keep a record of all outstanding action items and follow up from time
to time when action on important issues is involved.
* Must be in a position to locate correspondence and readily identify
source when it requires any information.
* Type a variety of memos, letters, Transmittal and faxes. Prepares the
work. Print and check for correctness and obtain appropriate
signatures and dispatches accordingly.
* Keep updated filing systems for ADE concerning all committees which
he is involved in either within ASTAD or outside.
* Keep track of and follow up all the action items of the Manager and
remind as necessary and appropriate.
* Prepare data base of all approved documents and back-ups on daily
basis to ensure security and accessibility of data of vital importance to
the Division / Department.
* Carry out, maintain the projects related documents filing system in an
efficient and easy retrievable manner strictly and as guided by the
Project Coordinator.
* Collect and dispatch various types of projects related documents
internal and external between various Engineering Consultants, Site
Offices and end-user requirements.
* Assist in expediting of project documentations for distribution as
assigned and when required.
* Arrange archiving and/or disposal of documents. (Construction/
materials related) as and when required.
2016
Responsible for establishing and maintaining a effective document control
systems. Ensuring that all design documentation is accurate, up to date and
accurately distributed to relevant parties.
Responsibilities and Achievements
* Maintaining a tracking facility to enable documents to be updated
easily.
* Scanning in all relevant new documents.
* Ensuring all Superseded Documents are clearly marked up as S/S.
* Checking dispatch documents are accurate.
* Presentation and filing of documents and drawings.
* Responsible for maintaining hard copy information.
* Issuing and distributing controlled copies of information.
* Maintain the files and control logs as required by the project.
* Makes sure that controlled copies of latest approved documents and
drawings are given to the appropriate staff, subcontractors and
suppliers as applicable
* Ensuring all documents are as up to date as possible within electronic
filing systems.
* Maintain the documents and drawings in the Document Control office
under safe custody without any damage or deterioration with easy
traceability.
* Assisting in other administration duties as deemed necessary.
and Achievements
* Receives maintenance problem reports and inquiries from the call
centre or tenants.
* Monitors overall preventative and predictive maintenance programs for
buildings and grounds.
* Maintains accurate records and schedules maintenance activities.
* Schedules and assigns duties in carpentry, electrical, painting,
plumbing, heating, ventilation and air conditioning (HVAC), roofing,
landscaping and security.
* Coordinates and works with outside vendors and contractors.
* Responds to emergency maintenance requests.
* Maintains database for service calls and processes invoices.
* Gathers and inputs data, creates and updates spread sheets and
reports.
* Maintains department electronic files and records.
* Creates and updates spread sheets, reports, tables, graphs, agendas
etc.
* Prepares correspondence to the tenants, foreman, labor and office
staff, manage reports and documents.
* Files and maintains the accuracy of all documents (quotation, visit
sheet, contracts, material requisition, invoice, inquiries, and
correspondences).
* Received and prepared monthly cash and credit invoice from the
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account.
* Set-up, maintained and made separate filing system for the invoice.
* Prepares all necessary weekly and monthly reports and submitted to
the maintenance manager.
* Communicates both formally and informally in scheduled meetings of
the client maintenance manager, maintenance operations manager,
foremen, supervisor and labor.
* Prepares monthly payroll.
* Prepares monthly concierge schedule.
* Assists the Leasing Department with payments, rental and tenants
contract renewal.
* Prepares and updates daily overtime sheet of all maintenance staff.
* Assists labor, foremen and concierge staff with the administrative
duties.
* Operates office equipment such as fax machine, photo copier, and
laminating machine.
* Answers and handles incoming mails and e-mails.
* Manages walk-in customers and handles their inquiries.
and Achievements
* Prepared and updated daily activities report of the MEP foreman and
cleaning foreman.
* Separated files system to each foreman.
* Received maintenance problem report and inquiries from the call
center or client.
* Prepared quotation and followed-up to the client.
* Prepared contract and followed-up to the client.
* Monitored all chemical and materials request of the foreman.
* Prepared the maintenance visit sheet for each site and monitor.
* Prepared correspondence to the client, foreman, labor and office staff.
* Filed and maintained the accuracy of all documents (quotation, visit
sheet, contracts, material requisition, invoice, inquiries, and
correspondences).
* Received invoice from the account.
* Forwarded and followed up all forwarded invoices to the client.
* Prepared all necessary weekly and monthly reports and submitted to
the Maintenance Manager.
* Communicated both formally and informally in scheduled meetings of
the client Maintenance Manager.
* Maintenance operations manager, foreman, supervisor and labor.
* Followed-up and updated of the tender inquiry received by the sales
department.
* Prepared and updated daily overtime sheet of all maintenance staff.
* Assisted labor and foreman staff with the administrative duties.
and Achievements
* Handled daily A/P processes, managed vendor/supplier relations and
oversaw the timely, accurate processing of invoices, purchase orders,
expense reports, credit memos and payment transactions.
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* Performed processing, distribution, accuracy verification and
maintenance of invoices, interfacing extensively with a network of
vendors and suppliers.
* Prepared accounts payable monthly summary submitted to the
accountant department.
* Prepared monthly payroll.
* Answered or redirected general inquiries in person, by telephone or e-
mail.
* Distributed incoming mail and faxes.
* Maintained orderly a confidential filing system for client file.
* Organized and coordinated meetings, conferences and travel
arrangements.
* Maintained schedules and calendars arranged and confirmed
appointments.
* Handled incoming mail and other materials, set-up and maintained
filing systems.
* Communicated verbally and in writing to answer inquiries and provide
information.
* Coordinated flow of information both internally and externally.
* Operated office equipment and managed office space.
and Achievements
* Responsible for the daily operation of dining facility.
* Attended customers’ complaints and issue.
* Responsible for the daily routine inspections, employees training and
safety, sanitation and hygiene.
* Assured that all food preparation and food storage are handled safely.
* Ensured the facility remains in compliance with the safety and
regulation and health codes.
* Ordered and received food supply from prime vendor deliveries.
* Maintained employee’s records and performed employee’s evaluation.
* Prepared weekly schedule of the employee.
and Achievements
* Responsible for the daily operations of 2 dining facilities of US Army
Base Qatar.
* Daily routine inspections, employee training safety, sanitation and
hygiene.
* Assured all food were prepared and handled safely and keeping the
army standard regarding food safety.
* Responsible in making the work orders and ordering of utensils and
equipment for the dining facility.
* Ordered and received of army food supply form prime vendor
deliveries.
* Provided health, safety and sanitation training to the staff.
* Supervised 114 employees and cater 3000 soldiers per meal.
and Achievements
* Received customers or visitors.
* Secured and provided information request.
* Provided services or directed the requests to those who could provide
the customer with the information or services.
* Responded to requests concerning polices and procedures for the
operation of daily activities.
* Prepared notice of statement and issued reminder notices.
* Prepared and submitted periodic reports (weekly and monthly) for all
work orders performed and accomplished during the period.
* Received and responded to complaints through company website.
* Issued maintenance work orders based on customer’s complaints and
request.
* Assigned cleaning schedule to 40 housing labor cleaners.
and Achievements
* Responsible for the headcount of the U.S. Army and the payroll deduction as well as the
cash in U.S. Army Base Doha Qatar.
* Served the customers at the best of their standard.
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and Achievements
* Supervised and oversaw services in the restaurant.
* Ensured that all customers were served properly and in a timely
manner and attending customer complaints.
* Responsible for equipment maintenance, repairs and coordinated a
variety of services such as waste disposal and pest control.
* Conducted training for safety, hygiene and sanitation.
* Oversaw the cash flow of the restaurant.
and Achievements
* Managed and supervised whole operation.
* Performed all administrative functions including employee hiring,
assets and liability.