Administrator/PA Secretary to Exec & Sr. Director, Projects
EMAAR Properties PJSC
Total years of experience :24 years, 1 Months
Handle multifaceted secretarial task and a trusted assistant for projects team.
Communicates effectively with multiple departments and work closely with project managers, cross-functional teams, contractors, and outside vendors to provides general support to the department to deliver its objectives.
Entrusted to manage office in the absence of the Executive Director and Sr. Directors.
Provide timely, accurate and knowledgeable response to all information requested by other departments.
Provides necessary reports and presentation needed for meetings, discussion, and reporting
Maintain the Executive Director and Senior Directors Calendars and Appointments and Assist them and the Project Managers on day to day activities at site.
Ensures effective and efficient handling of documents and all of administrative activities and responsibilities. Set up and maintain systematic filing systems for easy traceability.
Processes PR, award memo, invoices of contractor, consultant's, suppliers and validates documentation according to project contract.
Provide and organize a more comprehensive travel arrangement for the Senior Director including Hotel & Airline Booking, Visa Application if necessary/ and all other Personal Requirement for the travel.
Communicates effectively with other team members concerning problems, obstacles, issues, and information needed, gather progress reports from the Project Manager / consultants.
Provide support to the Project Manager in monitoring financial performance of the project such as: budgeting, scheduling, month-end processing, project accounting, reporting, cash management, and monthly project reviews.
Provides necessary reports and presentation needed for meetings, discussion, and reporting.
Generates Analysis Report (Incoming Orders vs outgoing / Capacity vs projection and order on hand, etc.).
Provide and organize contact directory, list of customer, list of orders and other data for easy traceability
Provides Monthly Sales Projection Report
Generate Monitoring report of On-hand Order Stocks and Remaining Order Qty against P.O.
Monitoring of Orders from receiving LPO’s, generating Work Orders till Production and Dispatch.
Coordinates with the Planning, Production and Dispatch Staff for Order Status.
Giving the Customer an update of their Orders.
Coordinates with concern person on the issue raised by the customer.
Coordinates with the customer if there are some urgent deliveries thru Courier.
Follow up for Customers Overdue payments
Provide correspondence on a day to day issues and concern, especially when the M.D. is traveling.
Arrange Hotel and Airline Booking for the G.M. and M.D.
Arrange all the documents needed for Visa Application prior to their travel
Organize comprehensive travel for the Managing Director, including appointment schedules.
Received and accommodate calls and appointments for the M.D.
Arrange all pertinent documents and reports needed by the M.D.
Responsible for tracking of shipment and coordinating with the concern courier service for price, requirements and/or any delay and issues regarding the shipment.
Position: Executive Secretary / Customer Coordinator
Prepare Daily, Weekly and Monthly report for submission to the President thru the Plant Manager
Controls all pertinent Documents in Engineering Department
Prepare and Generate Work Instructions.
Monitor the PO status & forecast, customer requirement, new product development & also in-charge with the delivery.
Overall in charge in coordinating with the Customer.
Prepare Minutes of Meeting
Coordinates with the Supplier regarding the item for evaluation.
Received and accommodate calls and appointments of the Plant Manager
Position: Purchasing Officer
Monitor the consumption of Direct and Indirect Materials which was used by the company (such as office supplies, consumables, raw materials and spare parts).
Prepare Canvass Sheet, Purchase Requisition and Purchase Order. (All with proper filing for easy archive)
Consider the Quality, Quantity, Price, Availability and Delivery schedule of the suppliers.
Negotiate with the suppliers.
Prepare Cash Advance, Liquidation and Payment Request for purchased item.
Check delivery of items based on the specification of the end user. Make sure that all materials received are within the specification and in good condition.
Follow and maintain a purchasing policy and procedure.
Communicate with production department, planning engineer & sales department to learn about the materials requirements for the production.
Coordinates with the logistic department for all import and export shipments as per terms and condition of the sale and purchase orders.
Communicate with Transport companies, shipping companies, Courier companies for the best rates of transporting the materials.
Monitor consumption of Direct and Indirect Materials
Check delivery of items based on the purchase order.
Prepare Canvass Sheet, Purchase Requisition and Purchase Order.
Prepare Cash Advance, Liquidation and Payment Request for purchased item.
Prepare monthly Inventory & Quarterly Report for PEZA
Responsible in all duties assigned to purchasing.
Coordinates with the Supplier regarding the delivery commitment
Prepare the necessary documents needed by the President
Receiving Internal & External Documents
Receive and Transfer calls to the concerned person
Assist and Accommodate the Visitors
Always on call by the president.