Secretary/Document Controller
Egis International
Total years of experience :9 years, 9 Months
Reporting directly to the Project Manager.
-Send invites to meetings, execute minutes of meetings both internal & external.
-Assist the staff with their needs of supplies, stationery, events and a lot more.
-Provide and check Timesheet for all site personnel and overtime of the driver.
-Coordinate with HR for the requirements of the staff and leave application.
-Update the Administrative log for incoming & outgoing from Ashghal, Contractor, Kahramaa and other sub-contractor.
-Responsible for the logs of non-conformance report, observation form, hazard observation form, and minutes of meeting that needs action from the contractor.
-Prepares and control all correspondence such as letters, daily & monthly reports and petty cash of the project.
-Maintain the archiving of administrative and routing of documents.
-Prepares Invoice and Monthly Progress report submitted to Ashghal (client).
-Utilize the uploading of correspondence, non-conformance report, minutes of meeting, and monthly progress report using Primavera Contract Management (PCM).
-Receive, sort, verify, record and distribute documents to respective person for necessary action.
-Prepare and control of all documents for incoming and outgoing of As Built Drawings, O&M Manuals, Submittals and RFIs.
-Upload documents on Primavera Contract Management (PCM).
-Being the first point of contact for all visitors who enter the site.
-Preparation of all correspondence such as letters, reports and any other
documents that Project Manager, Construction Manager and Site Engineers may
need.
-Data administration and filling.
-Making travel reservations, hotels, transportation, exit permit and visas for the guests
of each team project (N2 Reliability & QSTEC Project).
-Manage all queries from contractors in preparation of Gatepass, Badges, Forms,
Transmittal, Delivery Order and etc.
-Ordering of all stationery and supplies for site use.
- Prepare Purchase Requisition, Goods Requisition, Purchase Order, Invoice & Petty Cash Voucher submitted to the Head Office.
- Prepare Timesheet for the driver and collage all Timesheet of all site personnel from the project .
- Communicate effectively and comply in a timely manner with the practices and procedure of Human Resources and Payroll functions.
- Prepare Weekly Report & Monthly Calculating Sheet for both QSTEC & N2 Reliability Project.
- Other duties as assigned by the Project Manager
Answer telephone and give information to callers, take messages, or transfer calls to appropriate individuals.
- Arrange conferences, meetings, and travel reservations for office personnel.
- Mail circular, correspondents and other information.
- Maintain scheduling and event calendars.
- Take dictation shorthand or by machine, and transcribe information.
- Make Statement of Account for Customers
- Responsible for collection of all receivables
- Conduct searches to find needed information, using such sources as the Internet.
- Order and dispense supplies
-Prepare Tender Application, Bank Guarantee & Letter of Credit
- Prepare cheques for payables and rentals
- Prepare Commercial& Proforma Invoice
- Maintain confidential records and files
- Prepare Monthly Sales Report for the GM
- Perform other related duties as required