Admin Assistant
Hamad Heart Hospital
مجموع سنوات الخبرة :13 years, 10 أشهر
Handling administrative requests and queries from Operation Managers
• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, and forms
• Assist in the preparation of scheduled of monthly reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Provide general support to visitors and Sub Contractor
• Preparing Gate Pass
• Preparing Monthly Duty Roaster
• Preparing Daily Timesheets
• Sending Daily Timesheets to HMC Heart Hospital and Company
• Preparing KPI Files
• Preparing Monthly Generator Test
• Preparing all Documents requesting for Asset Plus of all Technicians
• Preparing all Documents for Access Card in HMC
• Preparing/Submitting the Petty Cash for reimbursement
• Coordinating with the H.R and Finance for the following
- QID
- Health Card
- Sick Leave
- Emergency and Annual Leave
- Contracts
- Salary Issue
- Salary Certificate
- NOC
- Deployment Status
- Accommodation Issue
• Assisting All Engineers for all the needed documents such, Checklist for Mechanical, Civil, Electrical
• Coordinating with the Logistic Team
To manage the diary of the Commercial Director, to diary meetings and other commitments as required
and to ensure a controlled and manageable program of activities.
• To prepare quotation for supplier.
• Assisting the Commercial Administrator for invoices to all project
1. Monthly Invoices
2. Cost plus / Charge at cost invoices
3. Cleaning invoices & Disinfection Invoices
4. Accommodation Invoice FBD & Umm Qaren accommodation
1. Monthly Invoices
• Invoices would be prepared as per contracts with reference to different projects, every first week of the
month, Invoices are to be submitted to clients.
➢ Documents & Technics
o Biometric /Timesheet reports to be requested from the site in charge for various projects.
o Contractor’s payment request, Summary of payment, check list for payment, Bank details,
timesheet (Biometric), copy of the Performance Bond & Copy of the workmen’s compensation
Insurance on the
contract.
2. Cost plus / Charge at cost invoices
• Any additional work not specified in a contract with clients would be treated as cost plus invoices by
adding onto the total cost with a markup as agreed in the contract.
➢ Documents & Technics
o Request the GL from finance
o According to the GL collecting all the copies of supplier invoices based on their date
o Preparing Bill of Quantity (BOQ)
o Reconciliation with General Ledger
o Drawing up Invoice cover later
o MOQ, UDC, Mshrieb, MOE - Should wait for client LPO, Work completion report, original supplier
invoice.
➢ Cleaning invoices & Disinfection Invoices
o Every end of the month collects the WST & Approved DTS from operation.
o Prepare the breakdown as per approved timesheet (with approved rate).
o Calculation of the hours with timesheet (Normal, OT & Holiday OT).
o Drawing up cover letter.
o All the invoices have attached DTS.
o If with LPO follow the LPO amount.
➢ Prepare Contracts & revenue Invoices (Fix monthly Contract, Rate contract & Master contract)
o After preparing manual computation create sale contract with manual computation for each
invoice.
o Create invoices with approved contracts & sales order.
Daily checking and deploying of manpower for each project sites / location.
• Creates and maintains filing systems, records of attendance, and indices.
• Keep reference files up to date by adding new and deleting obsolete information.
• Monitoring of attendance for actual headcount in daily basis.
• Continues updating record of headcount for daily basis up to the end of month.
• Submit the partial attendance to the timekeeper before 10th, 20th & end of month.
• Arranges daily attendance reports, weekly & monthly attendance of labors.
• Coordinate to supervisor about the concern & work issue in the site.
• Sending daily updated forecast to all managers.
• Check the e-mail from time to time & response immediately whatever concern do we have.
• Coordinating with Project Manager for the new working site &
Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries.
• Directs visitors by maintaining employee and department directories, giving instructions.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges.
• Maintains telecommunication system by following manufacturer's instructions for house phone and
console operation.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Maintains continuity among work teams by documenting and communicating actions, irregularities,
and continuing needs.