Administrative Assistant
Barzan Onshore Project - Rasgas Company Limited
مجموع سنوات الخبرة :12 years, 4 أشهر
Provide general administrative and clerical support including mailing, scanning, faxing and copying.
Schedule and coordinate meetings, appointments and travel arrangements of Engineers.
Prepare and modify documents including correspondence, reports, drafts memos and emails.
Facilitated onboarding of new employees by scheduling training, answering questions and processing paperwork.
Maintain electronic and hard copy filing system open, sort and distribute incoming correspondence.
Liaised with HR department to establish employee benefits, trainings, and payroll and termination procedures.
Collected, compiled, arranged and retained reports, records, files and data.
Handling incoming / outgoing calls, correspondence and filing.
Monitoring inventory, office stock and ordering supplies as necessary.
Updating & maintain the holiday, absence and training records of staff.
Creating and modifying documents using Microsoft Office.
Setting up and coordinating meetings and conferences.
Updating, processing and filing of all documents.
Managing the document control process, controlling all document interfaces with Construction contractors. Responsible for the timely distribution of all Document Deliverables.
Providing guidance on Document Control processes and procedures for all Project Team members at their location.
Liaising with Construction project and engineering departments to develop effective procedures for document distribution through DMS.
Assisting in the establishment of processes for review, approval and distribution of information at project level.
Input to the continuous improvement of Project DMS with the means to securely store, retrieve and view information for Project team
Receives all relevant drawing and ensures the technical documents are stored properly and creates efficient data storage/filing systems.
Produces copies for distribution as required. Organizes distribution of final project documents after compilation.
Keeps track of all company records by looking through both hard files and computer database files on a regular basis.
Performs documentation audits and audit trails.
Controls, manages & maintains company records & files in accordance with the company’s document control system and document handling policy.
Ensure document quality to include completeness and accuracy with established procedures and updates
Maintain documentation register for incoming and outgoing project documents
Ensure all hard and electronic copy filing of controlled documents are filed and archived
Provide administrative supports to Engineering department
Coordinates the generation, distribution, review, tracking and transmittal of all documents (technical and non-technical) throughout the Company's Yokohama team, major contractors and to/from the consultants.
Coordinates and tracks the implementation and maintenance of process documents.
Controls the filing of issued and received documents.
Receives and records all projects documentation and ensures the documents are stored properly.
Provides support to Projects and Operations with regard to the Company's management and processes
Receives all relevant location documentation and ensures the technical documents are stored properly and creates efficient data storage/filing systems.
Provides support to project engineering management team with regard to technical document management, bulk uploading and downloading of technical documents in the Company using interface applications program.
Responsible for the data entry of technical documents in the Company and ensure the correct revision and location of documents into their designated electronic folders.
Carry out quality checks on incoming and outgoing documents before uploading in the system and track receipt, distributions and review of engineering and vendor documents.
Ensures that all aspects of documentations are effectively controlled and categorized i.e. design documentations, communications and non technical documentations, quality records, publications, etc.
Ensures safekeeping and maintenance of technical records and master documents (hard copies) stored in Technical Services Library. Controls the flow of technical library documents and file it in a systematic order for easy retrieval using database logging registration.
Provides proper document numbering for all documents produced by Technical Services. Changes on documents should be reflected and updated the relevant documents as required in archives.
Corresponds with the required personnel (Division, Consultants and Contractors) for receipt of outstanding documents and follow up and prepares document status reports periodically.
Produces copies for distribution as required. Organizes distribution of final project documents after compilation.
Ensures and follows up the implementation of the Quality Management System issued by in the Company's Management.
Attends routine Projects/Operations/Office meetings and carry out all necessary action on documents and drawings issues.
Handles confidential documents and strictly observes necessary controls/access restrictions.
REQUEST FOR INSPECTION CLERK (reliever)
Chiyoda-Technip Joint Venture (CTJV), Qatargas 3&4 Project
Receives and records all Non-Conformance Report issued by the contractors and forward it to the responsible engineers and make sure that the NCR has been Closed-out.
Coordinates the generation, distribution, review, tracking and transmittal of all NCR issued by the company. And forward it to the main contractor for close-out.
Ensures and follows up the closed-out of all issued NCR from Company and Contractors.
Generates a weekly report of issued and closed out NCR.
Controls the filing of all received NCR.