Receptionist Cum Secretary
IRBS Building Construction LLC
Total des années d'expérience :14 years, 1 Mois
• Receiving Visitor and directing them approprivately
• Answering, screening and forwarding incoming phone calls
• Order office supplies and keep inventory of stock
• Preparing Invoices, quotation and local purchase order
• Preparing business correspondence letter
• Responsible in Preparing Commercial Invoices
• Preparing invoices for vat refund
• Scheduling meetings
• Monitoring the shipment status
• Preparing a weekly status report
• Maintaining office procedure
• Monitoring office supplies
• Responsible in Preparing a Commercial Proposal.
• Coordinating/Negotiating with the Supplier.
• Update and keeping track of the supplier cost.
• Coordinating with the Sub-Contractor, Business Partners
• Responsible in preparing a project progress report, monthly presentation.
• Maintaining confidentiality of all sensitive or proprietary information.
• Responsible in Correspondence Letter.
• Delegating task to the project team.
• Scheduling meetings for the project team.
• Attending and preparing the minutes of meeting.
• Provide administrative and secretarial support to the project team and the higher managements.
• Responsible in Organizing the project files and Document Controlling
• Responsible in arranging Hotel Booking, Flight Ticket for the business trip.
• Responsible in arranging necessary documents required when hiring a new employee
• Responsible in Employee payroll
• Monitoring Employee timesheets
• Responsible in Securing the Registration Cards for tenders
• Sending Announcements / Memo for all the employees
• Preparing and submitting Monthly and Yearly financial report
• Preparing Invoices, Completion Certificates for Projects
• Preparing a calculation sheet for budgeting purposes
Personal Assistant
• Acting as a first point of contact: dealing with correspondence and phone calls
• Managing diaries and organizing meetings and appointments, often controlling access to the manager/executive
• Booking and arranging travel, transport and accommodation
• Organizing events and conferences
• Reminding the manager/executive of important tasks and deadlines
• Typing, compiling and preparing reports, presentations and correspondence
• Managing databases and filing systems
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
Administrative Assistant / Secretary
• Responsible in preparing the expense claim.
• Monitoring the employee timesheets.
• Preparing the Leave application of each employee.
• Monitoring the Manager’s Calendar
• liaising with staff, suppliers and clients
• Monitoring the inventory of Office Supplies and Pantry Supplies
• Coordinating with Supplier
• Attend to telephone calls and providing assistance when needed
• Receive, Distribute incoming and outgoing documents
• Receive, Distribute and File incoming and outgoing documents.
• Attend to telephone calls
• Arrange and schedule meetings and related needs of the department head
• Prepare leave schedule of all engineering staff
• Uploading Engineering Drawing using DDMS
• Maintain and prepare summary of all extra work done by engineering for submission of projects,
• Raised asset request for engineering department
• Raise and follow up all IT related issue within the department
• SAP Admin for Secretary Profile such as Creating Reservation under CN22 Transaction and Displaying PR’s and PO’s
• Provide full admin support to the project team and department to ensure the smooth running of the department operations
• Take minutes of meeting and maintain records for the operations and project team
• Develop and maintain document control processes for the efficient management
• Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents for the project team and department
Document Controller/Project Secretary
Project Name: PE-103 - ISLANDS SURFACE FACILITIES PROJECT - EPC2
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and 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.
• Pulling Out documents using Citrix XenApp software.
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Maintain the files and control logs as required by the project.
• Provides administrative and clerical support to the General Manager
• Handle information request
• Maintain Office procedures
• Screening telephone calls
• Provides and maintain historical reference by utilizing filing and retrieval systems
• Preparing a Supplier and Client’s LPO
• Negotiating a quotation to the client and supplier as per instruction
• Prepares a daily and monthly report for the sales executive
• To ensure that a submittal items are completed before sending to the client
• Process requests of departmental personnel in the e-Form as per their request (e.g. Leave, hardware & IT Services, business travel tickets, etc.)
• Process BTAT (Business Travel Assessment Tool) Organizing business travel, from arranging ticket and hotel booking for managers and engineers
• Coordinating with the supplier and negotiating with the best rate they can provide.
• Processing of Expense Claims (Travel and Non-Travel) Under WBS or Generic (for Budget);
• Initiating invoice approval workflow through Process Director System for Car Rental and hotel invoices, and to ensure that the invoice and purchased order are matching before forwarding to the manager for approval.
• Preparing a Field Service Allowance and Overtime Allowance
• Arranging a Gate Pass Application for Engineering Staff and subcontractor.
• Arranging Visa and Office Requirements for New Employees, Subcontractor, and Interviewee.
• Arranging and maintaining records of the No Objection Letter Request for Logistics Dept. and to follow up status
• Ensuring that the information is being forwarded to the staff
• Screening Telephone Calls.
• Meeting and greeting clients, suppliers and visitors to the office
• Maintaining confidentiality of all sensitive or proprietary information.
• Maintaining records of Letter of Assistance for the Project.
• Updating and processing of hardcopy and electronic filing system
• Creating and modifying documents using MS Office
• Maintained a tracking sheet using MS Excel
• Order and maintain office supplies, Arrange for the provision of stamp, printing, and Business Cards
• Arrange archiving/discarding of Employees documents.
• Arranging driver to deliver / collect documents/cheque based on requirements
• Updating records in the system.
• Responsible in getting the exact location and available time to deliver Shipment.
• Responding in the email and solving customer complains
Le lien a été supprimé pour non-respect des conditions d'utilisation. Veuillez contacter l’équipe d'assistance pour plus d'informations.