PA/Administrative Assistant
ASTAD Project Management
مجموع سنوات الخبرة :15 years, 2 أشهر
Develops administrative staff by providing information, and experiential growth opportunities.
- Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Provides information by answering questions and requests.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
- reading, monitoring and responding to the Director’s email
- Contributes to team effort by accomplishing related results as needed.
- Answering calls and handling queries,
- Preparing correspondence and commissioning work on the Director's behalf,
- Liaising with staff, clients, etc.,
- Managing the Director's electronic diary, booking meetings, organizing travel and preparing complex travel itineraries, writing minutes, taking dictation, planning, organizing and managing events, managing a budget, writing reports, executive summaries
- Attending events/meetings as the Director's representative.
- Conducting research on the internet.
- Preparing presentations, preparing papers for meetings,
- Develops administrative staff by providing information, and experiential growth opportunities.
- Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Provides information by answering questions and requests.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
- reading, monitoring and responding to the Director’s email
- Contributes to team effort by accomplishing related results as needed.
- Answering calls and handling queries,
- Preparing correspondence and commissioning work on the Director's behalf,
- Liaising with staff, clients, etc.,
- Managing the Director's electronic diary, booking meetings, organizing travel and preparing complex travel itineraries, writing minutes, taking dictation, planning, organizing and managing events, managing a budget, writing reports, executive summaries
- Attending events/meetings as the Director's representative.
- Conducting research on the internet.
- Preparing presentations, preparing papers for meetings,
- Managing and reviewing filing and office systems, updating websites, typing documents
Quickly and accurately responding to incoming phone calls.
- Properly coordinating with the concern departments.
- Efficiently corresponding to Letters/Mails and Faxes to Contractors and to Clients.
- Keeping all data records (Electronic & Hard) for all correspondences related to projects.
- Maintaining Files of Material Submittals, Drawing Submittals, Material Test Reports, Inspection
Reports, Monthly Valuation Records, As-Built Drawings
- Maintaining the schedule for the Drivers Daily Site Visit Record.
- Preparing Daily Timesheet for Site Staff and repatriating it to the Accounts for Evaluation.
- Archiving Soft and Hard copies of all documents.
Provide administrative assistance as required to the department and/or Unit Head.
- Schedule & coordinate appointments, meetings, travel arrangements for department for Unit Head.
- Assist in providing and coordinating internal building operations services.
- Assist with receiving helpdesk tasks.
- Maintain inventory of office equipment and/or supplies; obtain estimates for ordering purposes;
order equipment and/or supplies as needed.
- Organize pre-employment visits for prospective new employees within the department or agendas
for guests visiting SFS-Qatar.
- Sort incoming mail, faxes, and deliveries for distribution to department staff members.
- Using MS Office, create spreadsheets, manage databases, type and edit basic correspondence;
create reports for departmental use as needed.
- Interact with other SFS-Qatar departments to obtain and/or provide information on unit activities,
projects, etc.
- Support other members of the department on assigned project-based work
- Conduct basic research on the Internet as needed.
- Attend meetings and take notes and/or minutes as needed.
- Oversee the provision of stationery for SFS-Qatar through procurement, delivery and issue.
- Support the BOD team in the provision of in house services.
Complete the client detail sheet for each phone call coming into the main receptionist desk.
- Maintain all fixtures, signing materials and general housekeeping in the front entry of the office.
- Ensure all telephone clients are fully satisfied with our service
- Organize team and exec specific meetings.
- Develop professional relationships with all telephone contacts and with all walk in customers
- Maintaining our Database of clients.
- Sending and receiving e-mails to both the property owners and customers.
- Performing all other duties and work asked by the senior management team.
- Checking all important faxes from clients.
- Ensuring that the Stationery and marketing materials are in stock.
- Daily office correspondence - Typing, Dispatching. Daily schedule for drivers
- Preparing Purchase orders & follow up of payments, updating records.
Diary Management for Director Consumer & Director Enterprise, making travel bookings for the
team, making appointments, general administration & support, liaising with third party partners etc.
- Preparation and management of presentation papers, Organize team and exec specific meetings.
- Also handled specific projects from time to time.
- Covered for other Exec PA’s during their absence.
- Participating in the more demanding daily operations of the consumer business unit and carrying
out a variety of administrative and clerical functions in support of the consumer operations and
enterprise director.
- Administratively reports to CEO.
- Following up deadlines with team members
- Managing Leave records for team & Managing Director Expenses
- Making arrangements of Gate Passes/Security Passes
- Arranging on boarding of new staff
- Coordinating and organizing events
Providing clerical and administrative support, as and when required, to ensure the smooth
operations of the Strategic Business Unit
- Maintaining the CFO's calendar and making a record of scheduled meetings, appointments,
business functions etc.
- Assisting in the reconciliation of the CFOs corporate card and highlight any outstanding payments
to ensure actions are completed
- Carrying out follow-up communication via telephone call, fax or email to ensure assigned tasks are
completed on time
- Participating in the more demanding daily operations of the strategic business unit and carrying out
a variety of administrative and clerical functions in support of the chief financial officer
- Administratively reports to Chief Financial Officer.
Distribution of pay slips & keeping their records of receiving.
- Responsible for the reception area and making sure it is free from obstruction and welcoming to
clients.
- Responsible for answering the switch board. Receiving calls & making sure they are passed to
individuals properly. If these individuals are not available, advising the caller & asking to take a
message or call back.
- Responsible for sending & receiving all couriers & liaising with courier companies.
- Conduct themselves professionally at all timework seamlessly with ones colleagues
- Distributing documents to contractor's i.e. Tender documents, obtaining receipt on handover of
originals and passing receipted letter back to the person concerned handling the project via the
internal distribution system.
- Taking conference room bookings and coordinating on a daily basis. Advising the person concerned
if there are any changes to be made. Contacting and fixing appointments
- Updating telephone lists and circulating to member of staff.
Responsible for the reception area and making sure it is free from obstruction and welcoming to
clients.
- Responsible for answering the switch board. Receiving calls and making sure they are passed to
individuals properly. If these individuals are not available, advising the caller and asking to take a
message or call back.
- Responsible for sending & receiving all couriers and liaising with courier companies.
- Flight booking for all staff & Hotel Booking - Room Reservations for visitors and guests
- Conduct themselves professionally at all timework seamlessly with ones colleagues
- Distributing documents to contractors ie. Tender documents, obtaining receipt on handover of
originals and passing receipted letter back to the person concerned handling the project via the
internal distribution system.
- Taking conference room bookings and coordinating on a daily basis. Advising the person
concerned if there are any changes to be made. Contacting and fixing appointments
- Breakdown of international telephone calls and calculating the telephone analysis.
- Faxing documents for all members of staff as and when requested.
- Assisting HR manager and Office manager with distribution/collection of Health cards and
formatting CVs.
