Project Administrator
Sraco
Total years of experience :12 years, 2 Months
• Assist project manager in all administration functions and processes.
• Managing daily administrative functions of a project or program.
• Managing project documentation and contracts, raising issues and implementing changes to contracts.
• Monitor Iqama renewals daily basis.
• Inform employees if SCE, SOCPA or Dependent fees required for iqama renewal.
• Process profession change request when employee request.
• Process employees & Dependents passport data transfer.
• Follow-up for Monthly timesheets and send to payroll dept.
• Initiate AP payments in Oracle.
• Addition & deletion of employees in Oracle.
• Request PPE for project employees.
• Monitor employees contract end date and send contract renewal notice prior 60days.
• Process Account opening letter, Loan letter, School admission letter Embassy letter etc. when employee request. • Process Medical insurance (BUPA) Addition, Deletion and Upgrade.
• Providing Exit re-entry & Final exit visa when employee request or after completion of contract.
• Providing daily support to project team as directed by management.
• Manage and maintain all controlled company documents.
• Process employees vacation entitlements.
• Process employees ticket booking.
• Process ESB when employees terminated, Demobilized or resigned.
• Visit projects when necessary.
• Take charge of all document identification, classification and filing.
• Collaborate and communicate with managers and project leaders.
• Maintains accurate records for employee holiday requests.
• Distribute project-related copies to internal teams.
• Responsible to ensure that all project documents are stored in the EDMS.
• Maintain a filing system for data.
• Prepare regular reports and weekly reports.
• Organize, store and print company documents as needed.
• Develop an efficient and accurate system for monitoring all open purchase orders.
• Responsible for all aspects of the procurement process including· preparation of quote and prequalify suppliers, Purchase Orders, database maintenance, invoice issue resolution.
• Negotiating and agreeing the most favorable terms possible with suppliers once a contract has been secured.
• Dealing effectively with challenges with suppliers and the flow of materials.
• Contacting a range of suppliers and sub-contractors to obtain quotations.
• Update office policies and ensure compliance with them.
• Responsible to manage the storage, distribution and filing of all project documents in both paper and electronic format.
• Take charge of all document identification, classification and filing.
• Allocates document numbers to internally prepared documents and incoming documentation.
• Check for accuracy and edit files, like contracts.
• Maintain confidentiality around sensitive information and terms of agreement.
• Answer phone calls and redirect them when necessary.
• Maintain contact lists.
• Produce and distribute correspondence memos, letters, faxes and forms.
• Respond to any issues and follow-up by coordinating with the appropriate departments or field units.
• Manage the daily/weekly reports.
• Develop and maintain a filing system.
• Write letters and emails on behalf of other office staff.
• Prioritize and organize calls according to urgency.
• Providing daily support to project team as directed by management.
• Monitor Vehicles location.
• Monitor service vehicle status and follow-up with the contractors.
• Upload employee’s vacation plan.
• Request Saudi Aramco ID for contractors
• Request gate pass for employees and vehicles.
• Request material for office in B2B.
• Produce and distribute correspondence memos, letters, faxes and forms.
• Screening phone calls and routing Callers to the appropriate party.
• Maintain polite and professional communication via phone and E-mail.
• Maintain front desk procedures including contact information, directions and frequently requested company information.
• Maintain computer and manual filing systems.
• provide ongoing customer service support
• Assist in the preparation of regularly scheduled reports.
• Contribute to team effort by accomplishing related results as needed.