Project Administrator
KHATIB AND ALAMI Consolidated Engineering Company
Total years of experience :26 years, 2 Months
Major Projects:
August 2013 -Present
VAKSON DUBAI MARITIME
DOUBE TREE BY HILTON HOTEL @ BAY SQUARE - DUBAI PROPOERTIES
REMRAAM PHASE II BUILDING SERVICES - DUBAI PROPERTIES
OPERA GRAND - EMAAR - TENDERING AND CLIENTS
THE PALACE HOTEL REFURBISHMENT - EMAAR
THE ADDRESS HOTEL & RESIDENCES
AL HABTOOR CITY - SHEIKH ZAYED ROAD
BAY SQUARE @ BUSINESS BAY - Plot No. BB.B01.001
REMRAAM HOUSING COMMUNITY @ DUBAILAND, DXB, U.A.E.
TAMDEEN - PT-121 - VILLAS DEVELOPMENT @ DUBIOTECH
DUTIES AND RESPONSIBILITIES
Perform all other duties assigned by the Project Manager
Administration of the issue, receipt and filing of all project documentation.
Secretarial assistance to the overall management of Projects.
Non-technical coordination with the Project team, Client and Sub-consultants.
Type and handle of various communications regarding the project.
Create and maintain outgoing document & correspondence register
Create and maintain project network directory
Responsible for Project document control: establish and maintain the project filing in accordance with the Quality Management System.
Performs wide variety of responsibilities and confidential administrative and secretarial duties. Performs data entry, storing and retrieving information. Copies, collates and distributes information.
Controlling documents such as Drawings, Submittals and other related documents (revisions).
Maintaining Document / Drawing Receipt Records for all controlled documents; arranging, photocopying and scanning of documents.
Coordinating work with members of the project team.
Follow-up of all documents and giving daily feedback to Project Manager.
KHATIB AND ALAMI Consolidated Engineering Company
Executive Secretary to the Regional General Manager
April 2012 - August 2013
Organize business itineraries and travel arrangements.
Scheduling appointments and meetings
Record and prepare minutes of meetings.
Answer phone and electronic enquiries and relay telephone calls and messages.
Reporting directly to the president
Performs wide variety of responsibilities and confidential administrative and secretarial duties. Performs data entry, storing and retrieving information. Copies, collates and distributes information.
Efficiency in typing & maintaining a proper track of filing system. Proper document controlling to ensure completeness of files, records and transmittal by checking keeping in a way of easy retrieval of documents. Prepares replies to routine correspondence and initiates action if required. Receives, sorts, and presents all incoming mails, and faxes.
Keep all project documents stored safely. Keep all project information confidential to authorized persons who have a “need to know”. Ensure that timesheets are completed properly and submitted to main office on time.
Perform all other duties assigned by the Project Manager
Accounts
Managed daily financial transactions related to accounts receivable, accounts payable, bookkeeping, payroll, budget in Tally 7.2 System and client service assistance.
Supervise the Accounts Payable unit. Prepare monthly journal entries, oversee cash disbursements, expense recording and Petty cash reconciliation in Tally 7.2 System
Perform additional duties / assignments as directed by the Executive Director, General Manger and following-up outstanding invoice payments from clients, as per the schedule framed by the Senior Accountant and the Financial Group Controller.
Prepares Contract Documentation for every project (Interior Design Projects and Fencing Projects).
Human Resource & Administration
Prepare leave, travel request and rebate ticket forms. Ensure forms are filed properly.
Provides additional general assistance as necessary such as: submission of visa applications, Visa renewals of Staff.
Maintain staff personal files (Keep safe of passports, labour cards)
Prepares Letters for Salary Transfer, Salary Certificates, NOC’s.
Prepared contract agreements for suppliers.
Created a corresponding database to monitor activity and performance as well as expiry and renewal of all contracts.
Responsible for the preparation and process purchase orders and documents in accordance with company policies and procedures
Monitor staff daily attendance and submit monthly report to HR Department of main office.
Provide general personal assistance to the General Manager.
Arrange global travel arrangements (Flights, Accommodations, transfers and agenda)
Schedule appointments and meetings and screen telephone calls and mail.
Preparing all sorts of correspondences, sales reports.
Schedule appointments, meetings, and maintain agenda.
Prepare meeting pack papers, presentations, letters and reports and ensure accurate and systematic safekeeping of these documents.
Independently correspond with clients, and suppliers.
Provide general assistance to the marketing operations in Saudi Arabia, Lebanon, Jordan, and GCC Countries (Qatar, Oman, Kuwait, & Bahrain)
Maintains filing the incoming and outgoing e-mails and faxes.
Arranging travel for / hotel reservations /Conference / Exhibitions.
Send Quotations, issue Proforma Invoices to clients and Order Sheets to the mill
Follow up all communications with clients regarding orders in progress, supplier with delivery of shipment schedules and prepares shipping documents (import & export)
Answers the phone and takes all the messages for all the clinic personnel.
Prepares letters of correspondence, reports and other typing duties required by the Doctors and the Managing Director.
Maintaining the records of all incoming and outgoing faxes.
Prepare all documents with regards to the Account.
Responsible for preparing Statement of Accounts and other confidential documents for monthly collection of the Company/Clinic.
Responsible for taking all personal records of the patients.
Answers the phone and takes all the messages for all the office personnel.
Prepares letters of correspondence, report and other typing duties required by the Managing Director and the Manager.
Prepares all documents with regards to the Account.
Responsible for preparing Statement of Accounts and other confidential documents for monthly collection of the Company.
Responsible for checking all the collections from the other companies.