Admin Assistant 1
qatar petroleum (qp)
Total years of experience :7 years, 9 Months
• Receiving and registers the correspondence related to Concerned Division Inclusive of Classifying and coding in accordance and reports/documents to the concerned parties.
• Types all correspondence related to working division including shutdown procedures, log sheets, commissioning and related procedures and work instructions in accordance with the Department procedure.
• Types all the minutes for department safety meeting & drills/tours and Department Weekly.
• Prepares/drafts standard forms/memos for use in the division/department by formulating draft after discussion with Assistant manager/user or developing initial draft for comment.
• Distributes correspondence to appropriate divisions, sections, supervisor and individuals after reviewing by Department Manager.
• Checks and dispatches time sheets of divisional staff as assigned and ensures their normal working overtime, standby, shifts, sickness, absence, etc. are properly marked.
• Operates E-Fax for the day-to-day business of the division/department.
• Ensures that clerical activities related to the division/department documents computerized system and files are carried out in accordance with Corporation standard procedures. Ensures the system is well maintained and data is backed-up on regular basis. Arrange for system faults to be attended and the updating of hardware and software packages.
• Provide administrative back-up services for the division/department activities. This includes preparing and updating leave schedules, updating and safe keeping of department register, e.g. correspondence, material requisition and work orders etc. responsible to maintain the extensive department filing system. This includes the safe keeping of current files and archiving of old files in EDMS. Keeps updated and operates the system for tracking of chive data to support division/department business activities
• Responsible for preparing/ Handling gate passes, Vehicle passes, and Monthly Vehicle reports.
• Coordinate transport arrangements for all the employees & visitors.
• Prepare and Renew HMC Health card application & Local Claims for all the department employees.
• Responsible for updating incoming/outgoing documents in department / division through Electronic Registration system.
• Responsible for draft correspondence, including external and internal memos, letters and faxes.
• Communicating with department for all the staff personnel issues and other department as per requirement.
• Manage the flow of all incoming/outgoing documents & distributing to all concerned.
• Renew AXA cards of all employees of GP department as a focal point.
Data Entry Using EDMS program in the Human Resources Department
• Contacting hotels & negotiate to get the best offers, contract rates & deals for our clients as per nationalities & requested season
• Taylor Programs To Fit With The Guest's Time And Budget even the group Is Too Big, Or Too Small
• Quoting the programs & pricing packages for direct clients or travel agents
• Contacting travel agents around the world
• Marketing the packages on the internet.
• Organization of day tours and reception of tourist
• Arranging promotional Packages & launch them to our agents or generally on the internet.
• Coordination and organization of tourist groups and excursions
• Booking of Hotels, Cruises, Buses, restaurant…etc and any other services in order to facilitate holiday for tourists.
• Organize the movement sheet.
• Assign representative, driver & guide for every group
• Contacting our offices & escorts in other cities with service order for every file as per the requested cities to be covered during the program
• Maintain regular contact with members in an effort to satisfy their holiday requirement.
• Organization of dinners and meeting for special events.
• Meet & assist the clients through the passport control & costumes & help to finalize the immigration formalities
• Join individuals or groups during tours as a company representative for VIP clients.
• Arranging the expenses & revenues for every operating file
• Billing the travel agents
• Collecting reports from the representatives after every program's end.
• Investigate about reports & take an action to solve problems
• Bachelor of Commerce, Arabic Section, Accounting Major, Cairo University, 1999
