Michelle Pallan

Duties and Responsibilities:
 Acting as a first point of contact: dealing with correspondence and phone calls
 Handle incoming and outgoing mail.
 Opening, sorting, and distributing correspondence, including email and faxes.
 Coordinate and arranging travel, transport, air tickets and accommodation.
 Managing diaries and organizing meetings and appointments.
 Record meeting discussions and provide minutes.
 Liaising with staff, suppliers, sub-contractors, and clients
 Prepare executive responses to routine memos, letters, or correspondence.
 Managing databases and filing systems
 Maintain inventory and office supplies. Anticipate office need, place, and often expedite orders when necessary.
 Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.

Manage the daily administrative functions of the office to keep the MD informed
and focused on priority issues - this includes managing the timelines for
upcoming projects and issues.
• Represent the MD’s office with a wide range of external contacts includes
receiving visitors, answering inquiries, writing reports and responses.
• Handle a confidential information and screen requests for information and being
sensitive to whom and in what form information can be released.
• Prepare a range of management reports and executive correspondence and
standard replies and letters for signature.
• Sort, read and annotate incoming mails and documents and determine priorities
for action by the MD or relevant departments and follow through by forwarding
and corresponding with departments for their action.
• Coordinate and manage executives’ diaries, schedules appointments and meeting
requests.
• Arranges complex and detailed travel plans and itineraries, compiles documents
for travel-related meetings; Prepares and tracks expense reports.
• Answer phone calls sand direct calls to appropriate parties or take messages.

Technical
• Prepare Technical Documents/ Submittals for Tenders (Package includes the
documents required as per the Instruction to Tenderers)
• Handle the main clerical duties for the office, including composing and encoding
project correspondence, sorting mail, scheduling meetings, and securing
documents for construction bids and projects.
• Responsible for organizing the project and office files, Pre-bid / enquiry
management, quotation and tendering, maintain document registers including
incoming documents, updates (P.O.’s, Supplier’s List, etc.) and technical notes,
compiling reports.
Procurement
• Prepare inquiries to suppliers and arrange purchase orders.
• Process purchase orders, check orders, including verifying data, and obtaining
appropriate signatures.
• Coordinate procurement of goods and services and Implementing financial
policies and procedures.
• Maintain updated suppliers and subcontractors’ files.
• Maintain procurement records such as contracts & invoices, items or services
purchased and equipment/merchandise inventories, Letter of Credit (L/C), &
Credit Facilities with the suppliers
• Maintain and order appropriate office/project supplies.
• Ensure the confidentiality and security of all Procurement Departments files
SECRETARY cum DOC. CONTROLLER
Projects:
• Mesaimeer Street Project
• Micro-Tunneling Works at Mesaimeer Street
• Wedding Halls Complex at Rafaa Area
• Roads & Infrastructure in Bani Hajer North
Duties:
• Responsible in controlling all incoming and outgoing documents including its
registering, numbering, filing and distribution.
• Receiving and dispatching all document including correspondences, faxes,
material submittals/approval, pre-qualification documents, method statement,
contract documents, shop drawings and distributing it to all concerned units
• Drafting letters and making correspondences as per instructions
• Update the current status of all transmittals for drawings and material submittals.
• Routine handling of all correspondence from the clients, consultants,
subcontractors, and suppliers.
• Preparing transmittals for engineering documents and requisitions
• Organize, maintain, and design filing system for easy identification.
• Stamp all incoming fax documents for distribution and make sure that proper
filing and control of pertinent documents are being done as per standard.
• Enter in the system all incoming and outgoing documents for easy tracking and
retrieval. Archiving data for historical purposes.

Attends to customers’ needs with prompt, accurate and efficient service.
• Receives prescription for compounding and checks labels before issuance to
customers.
• Fully responsible as to the correctness of quantity, price, description of items
bought.
• Attends to customer’s complaints and properly endorses it to store officer.
• Fully responsible as to the cleanliness, orderliness, completion of stocks and
accuracy of price tags on assigned shelves.
• Provides excellent service by attending to customer’s orders/request.