Executive Assistant to the Head of Proposals Unit
Dar Al-Handasah Consultants (Shair and Partners)
Total years of experience :21 years, 0 Months
o Receiving and registering all incoming Correspondences, Faxes, Letters and E-mails
o Distributing all incoming correspondences to the Managing Department and Engineers
o Creating, editing, formatting proposals’ related documentation using MS Office such as:
Methodologies Organization Charts
Staff Deployment B.O.Q
Financial Forms Tender Forms
Time Schedules
o Filing department documentation appropriately and according to quality procedures
o Arranging and filing Company’s Proposals, Tenders, Documents, Pre-Qualifications, Agreements
o Working as a Help-Desk for MS Office problems
o Prepare 1-week training for all new secretaries to:
Teach them new skills and techniques of MS Office
Adapt them to Company’s policy and regulations
o Working as a Help-Desk for MS Office problems
o Make a daily check on the Central Filing Section, assuring the documentation is in its correct files and in order
o Scan and archive old inactive projects’ correspondences stored in the Archive Dept.
o Scan and archive new projects’ correspondences stored in Central Filing Section (for space)
o Compose memos, letters, and faxes related to all administrative issues
o Make a daily check on the composed memos and letters related to other departments and upload them to the system (Central Filing Server) and correct their data if necessary
o File department documentation appropriately and according to quality procedures
o Coordinate with and inform all secretaries from other departments in all administrative subjects (Leaves, Overtime, Office Regulations & Instructions… etc.)
o Supervise and ensure the proper performance of the department secretaries
o Receiving and registering all incoming Correspondence, Faxes, Letters and E-mails
o Registration of all outgoing Correspondence
o Distributing all incoming correspondence to the Managing Department, Engineers and Secretaries
o Filing all above-mentioned correspondence using an appropriate system
o Arranging and filing Company’s Proposals, Tenders, Documents, Pre-Qualifications, Agreements, Design Reports, Calculations of Projects, Reports and Studies
o Preparing and typing Invoices after finishing the project and Tender Bond for all new proposals
o Making travel visa preparation for all Engineers
o Typing Minutes of Meeting
o Making Hotel Reservations
o Arranging for the Chairman and Vice Chairman trips
o Typing all general and project correspondences
o Arranging the filing of the personal letters and faxes of the Chairman
o Invoices input
o Making offers and pricing orders
o Making B.O.Q
o Exterior purchases input
o Material control
o Receiving and registering all incoming Correspondence, Faxes, Letters and E-mails
o Registering all outgoing Correspondences
o Filing all the above-mentioned correspondence using appropriate system
o Invoices input.
o Making offers and pricing orders.
o Stock control.
o Invoices input.
o Making offers and pricing orders.
o Stock control .