QSHESE Team Assistant - Qatar Railways
Parsons Brinckerhoff
Total years of experience :8 years, 5 Months
Performed various secretarial/clerical duties such as documenting, photocopying, mailing, and organizing filing system. Collate and coordinate QSHESE department monthly report. Sorted and distributed incoming communication data, including letters and emails. Interacted with organizational staff, executives, and visitors on a daily basis. Organized the scheduling of meetings, conferences, and events; distributed minutes for them. Purchased office equipment and supplies. Filed and recorded corporate documentation, electronic files, inventories and reports. Transmit approved documents via Aconex to relevant stakeholders.
• Responsible for screening incoming and outgoing calls.
• Preparing the timesheet of the staff.
• Monitoring the absences and tardiness of the staff.
• Receiving all incoming documents and correspondence.
• Responsible for filing system and data entry.
• Dealing with the guests queries.
• Assist the manager in preparing business correspondence, like proposals, company introduction, quotations, business letters, and tenders.
• Manages and inventory of office supplies.
• Arranges tickets and hotel reservation for staffs and labors.
• Prepares Local Purchase Order for the supply of materials and stationeries to the site and head office.
• Facilitates amendment and cancellation of Purchase Order.
• Negotiates discounts from the suppliers.
• Maintains an up-to-date product information and air ticket fare.
• Coordinates with accounting section for immediate arrangement of the payments and letter of credit from the bank for the suppliers.
• Follow up on Quantity Surveyor for the agreement of the sub-contractor.
• Responsible for monitoring the quantity, order and balance of the materials used in different site/projects according to their budget code.
• Internet searching for the materials, suppliers, manufacturers and other related correspondence.
• Updating and encoding the Supplier and Sub-contractors list for local, UAE and international.
• Monitoring the amount of all items/materials for site construction between Doha price and Dubai (Shannon Branch).
• Perform other functions as required by the manager.
• Responsible for the scheduling of the works.
• Entertain and assisting the needs of the existing and new client.
• Responsible in monitoring the works of the Customer Relation Team.
• Prepares all the documents needed by the team like working permit.
• Communicating to the client through phone and emails.
• Coordinating and preparing the materials needed.
• Checking the Bill of Quantity.
• Responsible for screening incoming and outgoing calls.
• Preparing the timesheet of the staff.
• Monitoring the absences and tardiness of the staff.
• Receiving all incoming documents and correspondence.
• Responsible for filing system and data entry.
• Dealing with the guests queries.
• Assist the manager in preparing business correspondence, like proposals, company introduction, quotations, business letters, and tenders.
• Manages and inventory of office supplies.
• Arranges tickets and hotel reservation for staffs and labors.
• Prepares Local Purchase Order for the supply of materials and stationeries to the site and head office.
• Facilitates amendment and cancellation of Purchase Order.
• Negotiates discounts from the suppliers.
• Maintains an up-to-date product information and air ticket fare.
• Coordinates with accounting section for immediate arrangement of the payments and letter of credit from the bank for the suppliers.
• Follow up on Quantity Surveyor for the agreement of the sub-contractor.
• Responsible for monitoring the quantity, order and balance of the materials used in different site/projects according to their budget code.
• Internet searching for the materials, suppliers, manufacturers and other related correspondence.
• Updating and encoding the Supplier and Sub-contractors list for local, UAE and international.
• Monitoring the amount of all items/materials for site construction between Doha price and Dubai (Shannon Branch).
• Perform other functions as required by the manager.
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