PROJECT OPERATIONS SPECIALIST / OFFICE MANAGER/ DOC. MANAGMENT
JACOBS
Total years of experience :17 years, 7 Months
with Hotel Booking, Security, Guest Houses, Meeting Arrangements, Canteen & Transport facilities for their effective services.
•Supervise the Hotel set up for official visitors.
•Maintaining Guest House, Transport, Travel Arrangements, subsidized Canteen, In house Stationery, Furniture Accessories, Office Cash, Telephones & Mobiles, Vendor Management, Security & General House Keeping.
•Complete office Administration, official vehicle management and office stationery stock control.
•Coordinate to obtain an appointment for ID and vehicle sticker and organize to fill the application as based on client Procedure & Organize the temporary visitor gate pass concerned site for official visitors.
•Maintenance of Company’s Vehicles.
•Coordination with Lease/ Rental Companies, Manage & Maintain the rental vehicles.
•Supervise the Airport Pickup & Drop of official visitors to Jacobs Projects as well as in Hotels.
•Organizing to accommodate and transport arrangements for new employees.
•Work closely with each department to devise Administrative activities for smooth functioning of all logistic and administration day today works.
•Supervise the track of all related records as well as quotations, delivery note & PO copies etc.
•Coordinate with IT group and setup PC connection and troubleshooting problems of all employees.
•Managing and correspondence for FedEx and, mails and logistic things as on required basis.
•Worked directly with the work order unit by providing status of material availability to support individual work orders.
•Compiling all monthly and weekly reports.
•Preparing Payrolls, Invoices, Order confirmation, Packing list, Quotations and Letters
•Manage the Vehicle arrangements for the site visits & Coordinate TAR approvals with CLIENT.
•Monitor records of all employees ID, Vehicle Stickers & status expiration of Istimara, Insurance etc.. Odometer reading, service due dates. Etc
BUSINESS ADMIN. & PROPOSALS COORDINATION
•Responsible to work in Service Orders extension with Client & closely relationship with ARAMCO.
•Follow up and coordinate the WEXs ( weekly expended Manhours) and PAFs with Client to get approval. Monitor the flow of PAFs, communicating with internal departments as well as SAUDI ARAMCO for smooth functioning.
•Review the Invoices, follow up with Clients
•Supervision of major project employee time sheets & processing payroll, handling monthly and quarterly operation report.
•Maintain Subcontracts Invoices and Agreements.
•Maintain Saudization system.
•Supervision of major project employee time sheets & processing payroll, handling monthly and quarterly operation report.
•Coordinate to process the Invoices submission to SAUDI ARAMCO.
•Monitor the flow of PAFs, communicating with internal departments as well as SAUDI ARAMCO for smooth functioning.
•Review the Proposals received from different departments.
•Technical Coordination with projects team for review and submission of proposals and project documents.
•Coordinate to prepare the Bid proposals, consult all departments for work proposals.
•Responsible to organize and participate proposals related meetings.
•Coordinates Production of documents i.e. printing, copying, binding and mailing.
•Maintain bid proposal related qualified materials in designated information management and filing system.
•Develop innovative strategies for retaining clients; this includes undertaking interviews in order to get feedback and incorporate it into the growth plan.
•Participate in forums related to the industry; conferences and client discussions. In other words, act as a representative of the company
•Respond to queries and complaints from clients to be done in a timely fashion
DOCUMENT MANAGEMENT
• Overall management of document control system for all projects.
• Working as document coordinator (focal point) for client (PMT) and Company.
• Managing Electronic Inter-discipline / Inter-Office (Office Check) Review Cycle between different offices.
• Managing internal and client distribution of documents for review / approval.
• Maintaining LOGs (Master Log, Incoming / Outgoing transmittal Log, Correspondence log, TQ log, RFI Log, Waiver / Variation Log, etc.)
• Managing and distributing daily workloads evenly with the subordinates.
• Counter checking /verifying quality and issuing of engineer deliverables.
• Archiving the documents as per client standards and procedures.
• Managing Document Control EDMS software JPI - IBM LOTUS NOTES.
• Assisting department manager to prepare procedure and work instructions.
• Coordinates to request new drawing numbers, Tag Numbers, Equipment Number, Higher Revisions and existing Drawing Search in Saudi Aramco iPlant System.
• Issuing all engineering Submittals (30%, 60% ...) to the client by making transmittals and distribution in accordance to distribution matrix of drawings/documents.
• Maintaining Archiving Storage as projects are completed for future reference.
• Maintaining established files of technical documents and related correspondence.
Scanning documents for electronic storage.
MOBILIZATION PROCESS:
• Issue & Manage the Offer Letters to Candidates and getting accepted signed copy.
• Making sure Candidates join on agreed dates, sending information to People Services to arrange the required things.
• Coordination with Travel Agencies & Talent Acquisition team for visa processing of employees mobilization from different countries.
• Manages Employee On-Boarding processes for domestic and international transfers and new hires.
• Looked after Recruitment, On-Boarding of New Staff, Induction Orientation and Deployment.
• Arrange Induction programmers for new employees to familiar with Company procedures, SAUDI ARAMCO, MARAFIQ, SASREF and other client regulations.
• Responsible to stretch awareness about Saudi Rules and Regulation to new Hiring.
• Ensure all employee records are maintained and updated with new hire information or changes in employment status.
• Coordinate with Government Relations for work permit & Iqama process, Driving License, Work Permits etc.
• Manage health and life insurance programs.
• Manage the temporary accommodation for new employees.
EMPLOYEE RELATION PROCESS :
• Maintained HR & Administration files and records.
• Developed Employee Master Data Base, New Recruits, Time Attendance and HR Action Plans.
• Create, implement, and evaluate all human resource department policies, procedures, and structures.
• Facilitates staff training and development; promotes cooperative team efforts among staff.
• Being role model Motivating colleagues.
• Mediating staff issues & responsible to Solve the problems.
• Responsible for office safety, First Aid and to give Safety Induction & awareness to employees.
• Manage all employees’ records according to internal policies and procedures.
• Responsible to Schedule the Trainings like Quality, ETS, Safety & Induction for new employees.
• Maintain all employees files has an Copy of Educational Certificates, Passport, Visa, Residential Permit and Insurance Card.
• Responsible to log all employees data to HRMS system
• Responsible to arrange vacation and travel arrangements for the employees as per Calendar schedule.
• To undertake general and specialized administrative support on HR related issues within the Division.
• Respond to employees’ queries and resolve issue in a timely and professional manner.
• Perform quarterly and annual employee performance reviews.
• Participating in recruitment and demobilization processes.
• Conducting exit interviews.
• Performing employee background checks and verifying information.
• Communicating policies pertaining to Human Resources, compensation and benefits.
• Structure the standards & procedures for site offices.
• Coordinate the entire training & development activity which includes identification of training needs, creating training modules, preparing training calendar, ensuring training coverage and training effectiveness.
• Monitoring leave, timesheet & overtime management.
• Responsible for monthly update of HSE statistics report.
• Maintaining and updating HR, Admin, IT log sheet for easy reference and record.
• Update monthly manpower reports.
• Supervision of the HR Operations function. Review existing processes and practices, identify areas of priority, propose new methods and processes to improve HR Operations and ensure systematic tracking of progress.
• Coordinating with the Govt. Relation Officer, Department Head as per the requirement.
with the Specialization in “HR
with the Specialization in “HR
with the Specialization in “HR