Executive Secretary cum Document Controller to the CEO/Projects Director
Kleindienst Group
مجموع سنوات الخبرة :13 years, 9 أشهر
Responsible for calendar management of the CEO/PD, requiring
interaction with both internal and external executives and their assistants, to coordinate a variety of business and commercial meetings.
Receives and screens incoming calls and mails, identifying those that require priority attention.
Ensure the CEO/PD is briefed on all meetings, collating relevant papers and materials and undertake research to support meetings and allowing any required preparation time.
To produce, draft and proof correspondence where required.
Assist with the preparation of business materials such company documents.
Review and summarise miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
Prioritise and manage multiple projects simultaneously, and follow through on issues in a timely manner to design and construction team.
Planning and organising meetings, events, conferences, and staff functions, accommodation, expenses and any special requirement for the whole company.
Ensuring all actions from meetings and correspondence are recorded, actioned and reported.
Develop and maintain filing and information systems (electronic and hard copy)
Manage with confidential documents from management and authorities.
Assists with recruitment efforts, new hire orientations, on-boarding and terminations.
Acts as a liaison with internal IT engineers’ on all technology-related issues, including rapidly responding to staff problems and network outages.
Acts as a liaison with the organization’s internal HR department to follow up the documents of all staff.
Acts as a liaison with the finance department as needed.
Maintains physical and electronic office filing systems for CEO/PD.
Prepare the monthly time sheet for all design/Engineers team and check daily the attendance.
Prepare reimbursement form and submit to accounts all the expenses of the staff.
Responsible for managing supplies and office equipment.
Ensure adequate office supplies and miscellaneous goods are available in the office.
Work direct with Contracts/Commercial Manager for preparing draft LOA and contract agreement of all consultants (Concept Consultant, ID, Contractors, etc.).
Formatting tender documents that we need issue to the tenderers and compiling support documents for information regarding to the projects.
Follow up required documents from Consultant/Contractor like proposal, prequalification documents, performance bond, etc.
Preparing list of the tenderers with complete details (company name, contact person, telephone no., email and issue/received documents from both parties).
Assisting the procurement team in filling credit application, filing hard/soft copy of approved Purchase Order, etc.
Every day preparing transmittal for Design Note and Drawings for all the Projects
Uploading/downloading in SDMS or ftp or any other website if needed
Filing hard copy of all the issued transmittals or Drawings
Organizing issued drawings by each projects
Updating the list for issued drawings and design note for each Projects
Updating the list & filing of RDI every time will receive Response Form from the Egineers and preparing the invoice every month
Checking/organizing the emails and print it as needed, stamp and filing
Checking / maintaining the office supply and preparing requisition
Answer telephone calls, or make a call for the staff
Updating Gamma if there’s free time
Coordinating for all other works if necessary
Preparing and sending monthly report (Time sheet, Manhour Summary & Drawings Forwarded)
Collecting time sheet from all staff and transfer to Master Time sheet and organize the activities and time from their time sheet with correct total hour monthly.
Updating the Man hour summary every month
Checking and updating the list of the Drawings that we issued every month for all the projects
Updating monthly the Leave Schedule for all staff
Oversee all aspect of general office coordination
Maintain confidentiality in all aspects of client, staff and agency information.
Receive, direct and relay telephone messages and fax messages
Answer telephones and transfer to appropriate staff member.
Open, sort and distribute incoming correspondence, including faxes and email.
Sign for and distributes UPS/DHL or similarly delivery package.
Prepare responses to correspondence containing routine inquiries.
File and retrieve organizational documents, records and reports
Coordinate and maintain records for staff, office space, telephones, parking, company utilities bill and office key.
Coordinate and direct office services, such as utilities records, personnel and house keeping
Operate electronic mail systems and coordinate the flow of information.
Maintain office calendar to coordinate work flow and meetings.
Prepare correspondence, requisitions, reports and spreadsheet using Microsoft Office.
Arrange for the repair and maintenance of office equipment
Make booking for hotel and travel arrangement
Support staff in assigned project-based work.
Research, price and purchase office furniture, equipment and supplies.
May conduct research, compile data to find needed information, using such sources as the internet.
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing and other applications
Perform duties as assigned by the Director.