Executive Secretary
ACE International Consulting Engineers
Total years of experience :6 years, 2 Months
Duties | Responsibilities:
• Manage a fast-paced, wide ranging desk.
• Ensure that the Managing Director’s communication channels are handled promptly including written communication, phone calls and emails.
• Efficiently managed Outlook Calendar to facilitate scheduling of meetings/appointments.
• Write and/or refit drafts of documents and contracts for errors in spelling and grammatical constructions, and to ensure that the final correspondence is clearly written and grammatically correct.
• Manage incoming and outgoing correspondence - memos, emails, presentations, & reports. Preparation of minutes of meetings involves taking dictation (also by phone).
• Organize and maintain various filing systems/documents/databases of business contacts, follow-up on outstanding items and track them as appropriate.
• Prepare bids/tender for project proposals.
• Sort and evaluate quotations/proposals for approval by the Managing Director.
• Keep track of all correspondence, drawings, procedures, standards, specifications, purchase orders, data sheets, manuals, etc., and generate an internal transmittal for their internal circulation. Ensure that relevant information is provided to all parties accordingly.
• Provide support in the administration and engineering departments in overseeing the smooth operation of its administrative aspects and ensuring that all required tasks are completed systematically, accurately, efficiently, and professionally.
• Provide support in the Accounts department. Prepare invoices, receipts and payments, LPOs, quotations as required and instructed. Keeping the ledger is up to date.
• Arrange and coordinate communication with candidates and scheduling interviews.
• Ascertained and preserved the confidentiality of all company documentation.
• Directly reporting to the Managing Director.
• Monitor / control document and data movements.
• Ensure that the database contains accurate information on document details and revision history.
• Coordinate project workflow and updates with engineering/architect team and report to General Manager. Follow-up with team members for "open and closed" status items.
• Create templates.
• Arrange and confirm appointments and inform all parties involve earlier prior to the appointment period.
• Ensure timely receipt of submittals (e.g. shop drawings, IRs, MIRs, NCRs, RFIs, prequalification, general documents, materials, daily site reports, etc.) from contractors and forward to appropriate team for review and approval prior to release to contractor.
• Scheduling and confirming appointments, as well as notifying everyone involved is informed in advance.
• Maintain accurate records of receipt and issuance of documents. Create progress reports on documents for all engineers. Day-to-day focused on the control and tracking of documents.
• Follow up and expedite priority items with relevant managers, engineers, consultants, and contractors.
• Prepare and organize all correspondence, drawings, procedures, standards, specifications, data sheets, manuals, etc. for internal distribution.
Computer Management