Administrative Officer/Document Controller
Spark Maintenance & Oil-Field Services (MUSANADA)
مجموع سنوات الخبرة :21 years, 3 أشهر
• Monitored and ensured all documents for Executive Director’s approval are all signed and returned to the concerned person.
• Dealt with incoming and outgoing correspondence, reports, and other documents from the Consultant/Contractor - electronically and hardcopy.
• Effectively answered all the inquiries related to projects status that were presented to the Tender and Auction Committee (TACOM)
• Responsible for the TACOM submission, encoding, sending to TACOM Secretary, distribution after CEO approval, filing and archiving of originals.
• Established work urgencies, allocated work to office support staff, and ensured deadlines were met and procedures were followed.
• Received and put reference number for the Contract Review Requisition (CRR) and Service Review (SR) Form; distributed to the specific Procurement Engineer
• Carried out associated administrative activities including providing technical support to all engineers and coordinating with all contractors and consultants.
• Responsible for monitoring the log for Contracts and Variations to ensure that the documents were all signed by all parties.
• Responsible for uploading the signed contracts in Proliance System, including monitoring all the signed contracts, and distributing them to the concerned consultant/contractors, working with engineers if there are documents for archiving, and keeping a record of an archive copy of contracts for various projects.
• Prepared monthly report Variation Orders and Letter of Award (LOA) issued.
• Coordinated department issues to the relevant division while working as part of the team; delivered tasks in
line with deadlines and standards and supported others to achieve their goal.
• Responsible for doing purchase order for projects using Oracle, prepared Purchase Requisition (PR) through ADERP system, uploaded and downloaded documents in E-procurement portal (E-Tejari)
• Managed office services such as office supplies and office equipment maintenance.
• Ensured all contractual correspondence is registered in the incoming register and stamped copies are given to relevant personnel on time.
• Responsible for updating, encoding, and organizing the filing system and making sure that all documents were in the proper places for easy and fast access.
• Maintained the Log for Invoices from Accounts Department and distributed it on the specific Project/Site.
• Logged all incoming and outgoing documents and distributed them to the concerned Department.
• Responsible for the original invoice received from Accounts Department to be logged and approved by the Division Manager
• Monitored the invoices sent to Site Offices.
• Maintained updated records of all approved documents and drawings and their distribution clearly.
• Maintained the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintained the files and control logs as required by the project.
• Reliever of our Accounts Coordinator. Handle Petty cash.
• Established and maintained a library of reference documents.
• Work involved the processing of permanent, long term, short term, and vital records in all media forms including the scanning of records and management.
• Established and maintained files and computerized indexes for active engineering documents.
• Established and maintained a record of controlled documents on distribution.
• Responsible for the receiving and distributing of Request for Inspection (RFI).
• Logged incoming documents from Clients and contractors, made sure they received relevant documents and made sure copies of relevant documents were held.
• Maintained and updated the database and manual filings.
• Responsible for updating, encoding, and organizing the filing system and made sure that all documents are in proper places for easy and fast access.
• Reviewed incoming correspondence, memoranda, and documents.
• Assisted with housekeeping in ordering and maintaining stationaries and other office equipment.
• Logged and monitored Project Monthly Report (PMR) of all Projects.
• Uploaded and downloaded drawings and correspondence in Aconex.
• Responsible for new project proposals such as encoding and sending proposal initiation forms to the accounting Department for Proposal Number.
• Logged the new Proposal Project to the database and made a folder for the specific proposal.
• Monitored the inbox of Bids & proposals for all the requests for proposals and other related queries.
Assists the Administrator with all daily operations of the office including organizing and maintaining the
filing, purchasing, maintaining office supplies and office equipment.
Includes the planning of Human Resources and locating potential candidates.
Reaches out to the resources of manpower supply and identifies candidates who may possess the
required qualifications.
Monitors tardiness/absences of Direct Hired employees and Contractual employees.
Performs preliminary interview of all applicants (Office or Outlet base).
Files incoming-outgoing correspondences, inquiries and quotation.
Received and distribute messages from telephone/email as appropriate.
Regularly monitors the performance of the Shop against plans and performance standards.
Assists the office in daily administrative duties
Responsible for the management of day to day store operations.
Assist the Store Manager to set store objectives and goals and effectively communicate them to staff.
Motivate and develop the team to achieve a high standard of customer service in order to maximize the
sales and profitability of the store.
Maintain the standard of housekeeping and produce presentation in line with the company requirements.
Assist in executing physical inventories by scheduling and overseeing the inventory process in the store.
Check and monitor product availability & merchandising/marketing materials.
Assist in the hiring of people and
Responsible for the maintenance of the Department’s filing system including the recruitment, general and
staff filing system.
Deal with routine enquiries and provide the day-to-day administration function of the Department,
processing general correspondence as necessary.
Prepare employment contract of all Employees.
Coordinate with sales and marketing department on customers’ inquiries.
Conduct Orientation to newly hired Promo Personnel.
Handles opening of current, savings, and time deposit accounts and ensures that the required
documents are complied with.
Promotes the bank’s products and services.
Compile information about new accounts, enter account information into computers, and filed related
form or other documents.
Process and follow up check book orders.