Executive Secretary
Drake & Scull Construction KSA
Total years of experience :18 years, 3 Months
• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancelations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Greet and receive visitor.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Takes and transcribes dictation.
• Helps prepare office budget.
• Plans events and volunteer activities.
• Maintain office procedures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Coordinate committees and task forces.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system.
Working as Sr. Document Controller/Technical Coordinator and Purchasing Officer for Drake & Scull Construction KSA (International Center for Contracting Company), for (Technical Department, Estimation Department and Tendering Department and Procurement Department(Head Office)).
Duties and Responsibilities:
• Preparing Manpower Daily activity report
• Preparing Submittal, RFI, Material Technical Submittal, Shop Drawing as
per standard quality procedure.
• Maintaining Records for all submittal logs such as Shop Drawing logs,
RFI, Material Technical Submittal as per company procedure.
• Receiving documents from subcontractors and distributing amongst
concern engineers.
• Preparing Quality Monthly Report and Project Quality Index, arranging
meeting and taking notes.
• Office Administration, Documentation, Letter Drafting, Maintaining
Computerized records for all incoming and outgoing correspondence,
submittals and maintaining categorized filing system for easy traceability.
• Performing Administrative duties & organization of the administrative
department, including Employee communications, processing of various
applications such as Leave Application, Passport Release, Salary
Certificates, to meet the requirements of the staff/Company, staff
attendance, staff badges, office stationary etc.
• Maintain all Receiving disciplines project numbering system.
• Keep all kinds of approved document PDF file thru scan / put on the Primavera Contract Management to monitor the concern work with different on site and technical together.
• Follow up pending documents with consultant / client according to contractual date.
• Prepare weekly & monthly reports in & out for the meeting follow-ups.
• All original documents in document control record room / storage with safe.
• Maintains and manages all important documents either for a particular project or whole organization and assures that it is easily accessible and stored. Also maintains and examines related files to release blueprints, drawings, and engineering documents to manufacturing and other operating departments. Preparing Temporary Access and Material Gate passes and sometimes working also as Work Permit Receiver Hot and Cold Works with Certificate No. 69, 381 in Saudi Aramco Dhahran.
Working as Administrative Clerk, Document Controller, Computer Technician and Coordinator for Royal Commission Contract No. 090-C23 Rehabilitation of Jubail Industrial Airport, Jubail with a value of ($1, 400, 000.00) in Jubail, Saudi Arabia.Contractor Ali M. Al Ajinah Est. Maintains and manages all important documents either for a particular project or whole organization and assures that it is easily accessible and stored. Also maintains and examines related files to release blueprints, drawings, and engineering documents to manufacturing and other operating departments. Preparing Temporary Access and Material Gate passes and sometimes working also as Work Permit Receiver Hot and Cold Works with Certificate No. 69, 381 in Saudi Aramco Dhahran.
Involves in understanding and interpreting data collected (Tax Declaration and Land Title). Validating data using MIS.
Maintains Data and Troubleshoot Computer