Administrator
Typsa Consulting (A Spanish Consultancy)
Total years of experience :10 years, 6 Months
Managing all the day to day operations of Office Administration like planning, organizing, directing, controlling Staff and assisting Project Manager.
Responsible for entire Office Operations by organizing people and resources in order to achieve common goals and objectives for the Company.
Responsible for entire Site/Camp Office & Camp Accommodation.
Supervising Admin Assistants, Fleet Coordinator, Camp Boss and Camp Foreman.
Maintaining Personnel records/database like copies of Iqamas, Health Insurances, Vacation/Holiday Records/Leave Management of Site Employees etc.
Finalizing attendance of all the Site Office Staff and sending to the Head Office for submission at SAR (Saudi Arabian Railways) Government office.
Liaising as main Contact point for official meetings communications between my Organization, the Contractor and the Joint Venture.
Finalizing Purchase requisitions & getting approval from the Project Manager, Maintaining records of purchases of Stationery & Kitchen needs and other Office Supplies, Tools & Equipment.
Responsible for Petty Cash Expenses.
Attending office meetings and issuing circulars for implementing new administrative systems/policies passed in the meetings.
Managing and Monitoring Office Fleet (40 Office Cars/Pick Ups’ Istemaras (RCs) and Insurances, accidents and repairs records, issuing repair orders).
Delegating/Finalizing of the duties to the Drivers on daily basis.
Calling, mailing and drafting of business correspondence etc.
Resolving issues in a timely manner, Decisive action taking.
All other duties necessary to run office in an effective and efficient manner.
Managing entire office operations.
Maintaining calendar of the Branch Manager, appointments and meetings. Preparing corresponding at all levels of Management.
Preparing & Monitoring Sales Quotations, professional Business Communication through emails.
Resolving issues, timely responses to queries through email, coordinating meetings as and when necessary.
Creating and maintaining clients and potential clients’ database.
Calling, mailing, drafting of business correspondence, reports, memos, plans and schedules composing & compiling of statistical information, filing and storing manual and electronic.
Coordinating with staff, suppliers and clients.
Implementing and maintaining office procedures/administrative systems.
Complying with requirements, and advising management on needed actions.
Attending meetings with senior management.
All other duties necessary to run office in an effective and efficient manner.
All Secretarial duties to Project Manager including receiving calls, replying mails, drafting of letters/business correspondence, reports, departmental plans, memos, composing & compiling statistical information, filing, storing and security of confidential official documents maintaining secrecy and accessible easily on time of need.
Editing of English Language in plans, documents, reports and records etc after getting approval from Project Manager for submitting to Saudi Aramco in compliance with established policies of the company.
Maintaining Calendar and appointments of the Project Manager.
Liaising/Coordinating with Company Client (Saudi Aramco), Business partners/Sub Contractors and external parties to assure smooth operations and so on. Maintaining cordial relationships with them.
Monitoring of on-going activities; keeping sight on revised contracts, and matters related to project.
Self-Business Correspondence, jotting down the minutes from the Meetings and preparing and supplying MOM to all concerned and relevant Departmental Heads.
Responsible for timely filing of completed reports as required.
Schedules internal and external meetings and activities with Subcontractors.
Attending Progress Verification meetings with Saudi Aramco and Sub Contractors, taking minutes from the top management meetings.
Supervising/monitoring sub ordinate staff for meeting/conference hall preparations, making travel arrangements, hotel reservations and flight bookings for PM.
Other duties as assigned by the Project Manager.
Managed successfully a 10 member team to accomplish an assignment of completing share applications/ commercial documents and financial instruments’ (checks) verification, calculation and saving them in the database as per the standard policies and procedures of the organization.
Classification and categorization of shares and checks as per their value/company, their long/short term nature of investment.
Filing, storing and security of official documents maintaining secrecy.
Interpretation of data. Updating database with changes to the status of each customer.
Handling difficult customer situations over phone, responding promptly to the Customers.
Taken work from the team under tight deadlines and time frame.
All Recruitment and Secretarial duties.
Drafting a variety of correspondence, memos, announcements including receiving calls, replying mails, ordering stationery, maintaining office equipment.
Recruitment - Head Hunting, Short listing and Sourcing of Resumes.
Writing up Job Descriptions, listing job vacancies over job portal/websites.
Head hunting/Short listing & sourcing resumes from various job portals/websites, placement agencies, employee referrals.
Taking initial interview over phone to verify the requirements of the positions are met. Narrowing the pool of candidates as per the job specifications, skills and experience and the best applicants are referred to the hiring manager to begin the company's interview and testing process.
Inviting candidates for the interview. Scheduling interviews, arrangement of interview venue and advising candidates of the outcome via email.
Writing letters of appointment, Employee orientation, assisting them in getting ID cards, finger scan for time-in, time-out, opening A/C with company’s Bank and other necessary processes.
Handling employees’ queries, comments and concerns.
Bachelor of Commerce with Accounting and Economics as Major Subjects.