Project Secretary
Saudi Aramco Base Oil Company - Luberef
Total years of experience :11 years, 7 Months
• Consolidate comments from project engineers, consultants and proponent for any document related to construction issued for review and approval such as project drawings, vendor drawings, procedures, method statements, etc. and transmit the comments to Contractor.
• Assist the project engineers and consultants in the consolidation of the punch list items identified during the Walkthroughs/inspections to ensure the correct categorization as outlined by Project specification and transmit to Contractor.
• Assist in the development of punch list procedure and exception list for handover.
• Assist project engineers and consultants in the PMCC walkthroughs for all substations, revamp and in issuing the Partial Mechanical Completion certificates.
• Coordinate closely with Contractor to obtain weekly & monthly look-ahead schedule for the whole project.
• Coordinate with Contractor to submit in a timely manner their weekly and monthly construction progress reports. Upon receiving, the reports are distributed to all teams according to the area of concerns for review. Afterward, comments are collected and sent back to Contractor.
• Keep up to date my manager of the status for the materials availability at site as per schedule by coordinating closely with procurement department and material warehouse.
• Keep record and filing of Project Safety Index (PSI), Health and Environmental Index (PHEI), Project Security Index (PSel) and Project Quality Index (PQI).
• Coordinate with field engineers to clear discrepancy reports, NCR and Log Book Entries raised by PID and Contractor QA/QC department.
• Assist in issuing logbook entries (LBE’s), non-conformance reports (NCR’s) and equipment deficiency reports (EDR’s) for non-conforming items.
• Prepare letters, transmittals, memos, presentations, reports and proposals using variety of software packages, such as System Application Program (SAP), Microsoft Office, Adobe Acrobat Pro, etc. and ensure grammatical accuracy.
• Perform highly confidential secretarial tasks related to Contracts, Change Orders, Technical Bid Evaluations and Contractor & Sub-contractors evaluations.
• Consolidate the weekly highlights from different teams.
• Consolidate updates for the action item lists and attend meetings for taking minutes.
• Keep the Department’s contact list and organizational chart up to date.
• Develop and maintain a proper and user friendly filing and tracking of all documents for the Project team and Department.
• Coordinate and facilitate meetings, conferences, celebration parties which include catering arrangements.
• Process team members’ leave requests, travel authorization requests, book tickets and hotels, reimbursements, etc.
• Provide full secretarial and admin support to the team members to ensure smooth running of the department operations. Assisting newly joined employee to have his account, email and access to shared folder. Also in arranging and providing him PC, telephone, bravo and other office supplies.
• Other required secretarial tasks like covering for other Department secretaries when they are on leave.
• Prepare and deliver lessons (High School Physics) for 4th year students (2 sections),
• Prepare and deliver lessons (Mathematics) for 3rd year students (3 sections),
• Use variety of teaching methods and strategies to meet students' varying needs and interests,
• Assist students in their laboratory activities,
• Grade works and gave appropriate feedback to each output of the students,
• Maintain accurate and complete student records,
• Meet with students’ parents to discuss their children's progress, and to determine their priorities for
their children and their resource needs,
• Sponsor extracurricular activities such as clubs, academic contests and other extracurricular activities
such as outings, sport events and community, and
• Attend professional meetings, educational conferences, and teacher training workshops in order to
maintain and improve professional competence.
• Prepare correspondence, presentations, spreadsheets and databases using variety of software packages, such as System Application Program (SAP), Microsoft Office, Adobe Acrobat Pro, etc.,
• Assist my supervisor in his daily activities such as in developing the DBSP, initiation of Land Used Permits in the SAP and the likes.
• Perform highly confidential secretarial and administrative duties,
• Organize and store paper documents and computer-based information,
• Manage diary/calendar and make appointments for my supervisor using MS Outlook,
• Book rooms and conference facilities using MS Outlook,
• Attend meetings for taking minutes and keeping notes,
• Order and maintain stationery and equipment and other supplies,
• Liaise with colleagues and external contacts to book travel and accommodation, and
• Provide access for materials and visitors using SAP.
• Produce correspondence and documents and maintain presentations, records, spreadsheets and databases using a variety of software packages, such as System Application Program (SAP), Microsoft Word, Outlook, PowerPoint, Excel, etc.,
• Order office supplies through B2B.
• Perform highly confidential secretarial and administrative duties,
• Organize and store paper documents and computer-based information,
• Manage diary/calendar and make appointments for my supervisor using MS Outlook,
• Book rooms and conference facilities using MS Outlook,
• Sort, process and authenticate applications, receipts, expenditures, forms and extra documents,
• Attend meetings for taking minutes and keeping notes,
• Sort and distribute incoming posts and organize and send outgoing posts,
• Liaise with colleagues and external contacts to book travel and accommodation,
• Provide access for materials and visitors using SAP,
• Events coordinator such as graduation ceremony, retirement party, meetings and other functions,
• VIP Visit coordinator,
• Member of the Building Safety wardens, and
• Coordinator for Indoor gardening and Janitorial services.
• Delivered lessons (College Algebra and Trigonometry) to the college students,
• Compiled, administered, and graded examinations,
• Evaluated and graded students' class works, assignments, and papers,
• Maintained student attendance records, grades, and other required records,
• Prepared course materials such as syllabi, homework assignments, and handouts, and
• Initiated, facilitated, and moderated classroom discussions.
• Delivered lessons (College Algebra and Trigonometry) to the college students,
• Compiled, administered, and graded examinations, and
• Evaluated and graded students' class works, assignments, and papers.
• Prepare and deliver lectures to high school students on General Physics topics such as Mechanics, Electricity & Magnetism, Optics & Waves, Thermodynamics and Modern Physics.
• Prepare and deliver lectures to high school students on Intermediate Algebra, Analytic Geometry and Trigonometry.
• Prepare course materials such as syllabi, lesson plans with the use of current trends tools such as power point presentation, handouts, and design some exercises activities and home works assignments.
• Establish clear objectives for all lessons, units & projects and communicate those objectives to students.
• Use variety of teaching methods and strategies to meet students' varying needs and interests. Use computers, audiovisual aids, and other equipment and materials to supplement presentations.
• Instruct students individually and in groups, using various teaching methods such as lectures, discussions and demonstrations.
• Supervise and assist students in their laboratory activities.
• Prepare, administer and grade tests and assignments in order to evaluate students' progress.
• Evaluate and grade students’ class works, laboratory works, assignments and projects using rubrics and give appropriate feedback to each output of the students.
• Meet with students’ parents to discuss their children's progress, and to determine what things to improve for their children’s performance.
• Maintain accurate and complete student records as required by the school, district and national regulations.
• Conduct booster review classes for graduating high school students to prepare them for College Entrance and Scholarship Examinations.
• Sponsor extracurricular activities such as Science & Math clubs, academic contests and other extracurricular activities such as outings, sport events and community services.
• Establish and enforced rules for behavior and procedures for maintaining order among the students for whom they are responsible.
• Attend professional meetings, educational conferences, and teacher training workshops in order to maintain and improve professional competence.