Office Coordinator
Altowaissa Investments
Total years of experience :14 years, 5 Months
Coordinate with the Procurement Department for the procurement of contractors and consultants.
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Manage contractors, project timeline and assist in resolving issues with contractors and third parties. Maintain a data base for all vendors, contractors and third parties.
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Coordinate with Legal Department and prepare all relevant legal documents.
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Organize company events, an organize meetings including preparing meeting agenda and meeting minutes.
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Manage the recruitment of staff including drivers, housemaids and support staff
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Create, compose and edit technical and/or administrative correspondence and documentation.
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Responsible for maintaining the filing system for all administration documents including both electronic and paper documents.
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Chief person responsible for all Public Relations and Public Affair functions. Ensure that all visa and work permits are valid for all employees.
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Prepare weekly and monthly reports. Document all requirements and requests through official letters and internal memos. Ensure proper signatures on all documents.
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Organize site visits. Visit the workplace and meet the employees, observe the work process and report to management
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Coordinate with Accounting and Finance Department for office and travel expenses.
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In charge of office support staff including drivers and PROs.
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Organize all business travel arrangements including visas, hotel and airline bookings.
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Schedule appointments and update calendars accordingly.
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Liaise with governmental authorities, internal and external departments and follow the work process.
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Review and control of incoming/outgoing correspondence, and follow-up on operational commitments.
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Schedule appointments and maintain up-to-date calendars
Deployed at SCHLUMBERGER, Abu Dhabi. Executive Secretary January 2010 to April 2012 AI-Khafji Joint Operations (KJO) in Abu Dhabi is supported by Schlumberger a world leader in oilfield services. KJO is an oil company jointly owned by Saudi Aramco Gulf Operations and Kuwait Gulf Oil Company spearheading specialized oilfield projects. Responsibilities:
•Range of diverse administrative activities for Oilfield related office duties and responsibilities.
•Create, compose and edit technical and/or administrative correspondence and documentation.
•Research information and statistics to provide real time and forecasting data to reporting manager/ directors.
•Coordinate information processing, program/project planning, development, and execution of forecasted time lines and objectives.
•Collate various data; prepare periodic and/or one-time reports, project summaries, replies to inquiries, gathering accurate data from various sources.
•Answer telephones for Executive Director and Senior manager, assisting and resolving inquiries of visitors.
•Review and control of incoming/outgoing correspondence, and follow-up on operational commitments.
•Schedule appointments and maintain up-to-date calendars. c Coordinates and facilitates meetings, facilities usage, events and travel arrangements.
•Maintains departmental files, inventories, and records.
•Organize agenda and prepare minutes of meetings.
•To serves as a central point of liaison with other departments, divisions and external organizations in organizing and resolving day-to-day matters.