GENERAL ADMINISTRATION PROJECT CONTROL
SHAMS POWER COMPANY PJSC
Total years of experience :20 years, 2 Months
Office Administrator/Coordinator
Job Description:
• Perform day-to-day administrative task as per the General Manager, HR Manager, Finance Manager and Communication Manager’s instructions.
• Arrange Hotel bookings, functions such as Board of Directors Meeting and air ticket bookings of Managers for business purposes.
• Responds to emails as per the Managers advice.
• Prepares correspondences, shipments of documents via currier, submittals, material delivery to site project area.
• Maintain series of document reference number (In Shams, reference number of correspondences varies per Manager’s Code Number)
• Prepares LPO for ticket, hotel booking, PPE equipment such as safety boots, gloves, cover all and site uniforms.
• Quotation request from different suppliers if requested.
• Check, finalize and distribute salary certificate, employment certificate, and other HR related correspondences to the concern employees (requestor)
• Maintain and update individual records of employees
• Updating personal record via oracle
• Approval of invoices via oracle
• Maintain document hardcopy filling and soft copy filling (via shared drive)
• Maintain document logs via ACCESS.
• Arrange car rentals as per request
• Assist the site staff and Head office staff in their administrative needs.
• Take over tasks of staff who are taking leave.
• Arrange visits schedules and documentations to Power Plant Site of Shams Power.
• Follow up things as instructed by Managers.
• Distribute documents via outlook.
DIRECTLY REPORTING TO THE GENERAL MANAGER
• Reporting to Sr. Coordinator/Manager-Inspection & Manager - Vendor Inspection
• Receive Enquiries from client and pass-on to Sr. Coordinator/Manager for review
• Communicate rules of inspection to prospective and existing clients
• Receive inspection schedules from client and prepare Inspection plan.
• Collect all relevant documents (Drawings, Datasheet, Specifications, Procedures, Special instruction etc) as per PO from client and store in job file.
• Select & assign inspectors for inspection activities from established competency matrix.
• Provide the assigned inspectors with assignment sheet, copy of PO and all received documents from client which are necessary to perform the inspection
• Monitor and update inspection schedule
• Send inspection notification to inspectors
• Receive Inspection reports from Inspectors.
• Finalize the report and send to Client
• Liaison with client/outport offices for techno commercial issues
• Submit the inspection report to client (preferably 48 hours after completion of inspection activity)
• Maintain Inspection reports
• Review and understand the scope and limitation of inspection in consultation with Managers
• Where necessary, coordinate & communicate with other branch staff
• Make invoice request after completion of inspection.
• Partly do some HR related task such as keeping proper filing of each individual staff records, maintain vacation leave schedule, filing vacation leave approved application, maintain staff attendance sheet and submit the summary to accounts for the payroll reference.
• Do the short listing of applicants if there is vacancy on project site, initiate the initial interviews and examination for the applicants before forwarding to the managers for final selections.
• Ensure that all project documents (e.g. submittal, transmittal, correspondence, RFI, MRI) are well checked and submitted on time prior to the documents submission due date.
• Coordinate the pick up and delivery of mail. Open and date stamp all general correspondence and route to the appropriate staff member.
• Responsible for classifying, sorting, filing, archiving and retrieval of documents in accordance with ISO project documents system.
• Receives all incoming documents, scan and register to document tracker.
• Carry out administration tasks such as drafting of correspondence and memos.
• Carry out distribution of documents via email (outlook) or hard copy.
• Prepares quotations, LPO, BOQ & interim payment draft with the aid of QS Engineer, man power report, project monthly progress report.
• Sending inquiries and negotiate to different suppliers for delivery and order of site materials
• Follow up project status, material delivery status, Payment status for all suppliers and subcontractors.
• Issue LPO as directed by the Area Manager
• Act as personal assistant of Area Manager and Operations Director
• Directly reporting to Area Manager and Operations Director
• Ensure that all project documents (e.g. submittal, transmittal, correspondence, RFI, MRI) are well checked and submitted on time prior to the documents submission due date to the Project Management/Client Office.
• Submit material submittal to Municipality for Municipality Stamp and approval.
• Responsible for classifying, sorting, filing, archiving and retrieval of documents in accordance with ISO project documents system.
• Receives all incoming documents, scan and register to document tracker.
• Carry out administration tasks such as drafting of correspondence and memos, finalizing engineer’s comments for contractor’s submittals to return back to contractor for revision.
• Carry out distribution of documents via email (outlook) or hard copy.
• Assist HR/Administration department in maintaining the employees’ personal files.
• Directly reporting to Senior Resident Engineer assigned to the Project.
Job Description:
• Screens all incoming calls and out going calls.
• Prepares summary of personal calls to be submitted to accounts section.
• Receives all incoming documents (e.g. submittals, transmittals, correspondences, memos, RFI, MRI, Invoices), register it in the document trackers for monitoring and forward it to the respective departments.
• Ensure that all project documents (e.g. submittal, transmittal, correspondence, RFI, MRI) are well checked and submitted on time prior to the documents submission due date to the Consultant or Project Manager designated on the Project.
• Responsible for classifying, sorting, filing, archiving and retrieval of documents in accordance with ISO project documents system.
• Carry out distribution of documents via email (outlook) or hard copy.
• Responsible for document transmittal and submittal and other documents exchange with Client and subcontractors.
• Keep proper referencing of all documents.
• Monitor the status of all documents.
• Procurement of office supply
• Directly reporting to project Manager
Carry out payroll for all employees of the department.
Negotiate with customers local and abroad for the orders and delivery schedules of the products of the company.
Monitors products flows, tack times, production outputs and deliveries of the products.
Plan the production line schedule
Prepares documentation of goods to be shipped.
Prepares summary of inventories of materials and finish products
Prepares monthly reports of material, finish products and sales status
THIS IS A SHORT COURSE FOR EXECUTIVE SECRETARY COVERING DOCUMENT CONTROL AND OFFICE ADMINISTRATION
THIS IS A SHORT COURSE FOR OFFICE ADMINISTRATOR
I AM BASICALLY A TEACHER BY PROFESSION. i FINISHED THE 4 YEAR COURSE WITH SCIENCE AS MY MAJOR WITH FLYING COLOURS
