Department Coordinator (Corporate & Legal)
Fatima Group
Total years of experience :20 years, 8 Months
Fatima Group is one of the leading corporate bodies in Pakistan comprising industrial units like, Pakarab Fertilizers Limited, Fatima Fertilizer Company Limited, Fatima Energy Limited, Pakistan Mining Company Limited, Reliance Sacks Limited, and Reliance Weaving Mills Limited.
• Provide secretarial, administrative and clerical support to Company Secretary and Assistant Company Secretary in carrying out their duties to fulfill the all Statutory and Regulatory requirements of the Group Companies.
• Provision of timely supply of corporate and statutory information requested by different departments, auditors, shareholders and resolving related issues.
• Communicate and liaisons externally with Company Share Registrar Office, Stock Exchanges, Shareholders and External Auditors.
• Communicate and liaisons internally with Functional Heads of other departments, directors secretariat, internal shareholders, internal auditors, Executive Investor Relations and Corporate Communication office.
• Produces a variety of documents, charts, and graphs in final form.
• Gather and consolidate all documents related to BODs, AGM/EOGM and its committees meetings from concerned departments.
• Coordinate all arrangements for meetings to ensure that they are properly organized and conducted.
• Maintain confidentiality of files, records and up to date filling system both in physical and soft form.
• Manage all incoming and outgoing mails, attend telephone calls, e-mails and fax messages.
• Maintain office calendar, assist in planning of preparation of meetings and conference calls.
• Make travel arrangements and hotel booking through Company travel desk.
• Prepare and process travel expense statement including advance against travelling and bills for reimbursement.
Fatima Group is one of the leading corporate bodies in Pakistan comprising industrial units like, Pakarab Fertilizers Limited, Fatima Fertilizer Company Limited, Fatima Energy Limited, Pakistan Mining Company Limited, Reliance Sacks Limited, and Reliance Weaving Mills Limited.
• Perform a variety of confidential and sensitive administrative support tasks.
• Schedule and coordinate meetings, interviews, appointments, events and other similar activities for GM, which also include travel and lodging arrangements.
• Prepare confidential correspondence, special reports, questionnaires, evaluations, and justifications related to general administrative tasks.
• Perform filing, data management, drafting and editing office memos, letters and reports.
• Liaison between all departments to ensure proper communication and reporting practices.
• Assist clientele as they enter office and via phone.
• Maintain computerized & manual filing systems and office data.
• Coordinate with various staff for operational support activities.
• Assist with all other office administrative duties.
• Coordinate with Huawei & ZTE for timely submission of work completion invoices and provide them any query related to project & invoices.
• Deal with operational issues.
• Negotiate and resolve issues as they arise across areas of the project and where they impact on other activities, systems and projects.
• Ensure that customer quality specifications are constantly met.
• Coordinate all regional managers about project daily updates.
• Prepare project completion certificates, invoices and handle all project related documents.
• Consolidate all purchase orders with existing qty of project.
• Coordinate and handle all subcon invoices & purchase orders.
• Maintain project documentation and filing system.
• Reporting directly to operational manager on daily basis.
• Coordinate with client (Huawei or ZTE) and also maintain project procedure sheets.
• Prepare site completion documents like foundation completion, civil & electrical work completion and Pac payments etc.
• Update site progress sheets Ufone project (Phase-V & Phase-VI) on daily basis.
• Coordinate with Huawei & ZTE engineers, civil & electrical work teams and handle all documents related with Huawei & ZTE.
• Prepare payment Invoices against the completion of sites and handle all payment release documents.
• Maintain project documentation and filing system.
• Responsible for maintain inventory both in WMS and Excel Sheet.
• Collect manually maintained TSR and DO from Warehouse Officials and maintain one copy of each document for data input in Excel Sheet and WMS.
• While receiving manually maintained document ensure that it contains complete information of shipment #, P.O # & receiving Reference and any other information necessary for data input in Excel and WMS.
• Make data entry in WMS and Excel Sheet as soon as received Documents from Warehouse Officials.
• After making TSR and DO take prints of each document and put his signature on each print and maintain its file. Ensure that all the documents are filled and can be retrieved when required.
• Timely completion of data entry and proper documentation before leaving warehouse.
• Deliver Excel Sheet to client regarding Inventory status and any other information required by client on daily basis.
• Export data related to WMS on daily basis to Head Office for upgrading of Master file and website as well.
• Reconcile and ensure the balances of items showed in WMS and Excel Sheet must be matched with physical balance.
• Reporting directly to Assistant Manager Inventory Control in Head Office.
• Maintain company Inventory & handle all shipments documents.
• Handling incoming / outgoing calls, correspondence and filing.
• Faxing, printing, filing and scanning.
• Updating, processing and filing of all documents.
• Data entry and generate reports.
• Taking backup and maintenance of data.
