Admin Assistant/Executive Assistant to Project Controls
Astad Project Management
مجموع سنوات الخبرة :16 years, 11 أشهر
Developing and maintaining the Project Controls Plan and specific work instructions to guide the controls team.
Monitor the master deployment for staff for projects and allocation for each staff.
Maintaining all the files for the letters and various confidential documents for Resource Management reports and process.
Liaising with Project Controls team and clients to identify and define project requirements, scope and objectives
Prepare letters for staff of various projects with the timeframes, schedule and allocation.
Issue all appropriate paperwork for projects and get approval from clients and circulate the letters.
Prepare and report to management about the resources and allocations every month.
Prepare BOD presentations quarterly.
Create and maintain comprehensive project documentation, plans and reports
Solid organizational skills including attention to detail and multitasking skills
Develop & implement Project Controls reporting templates, including detailed reports and summary reports;
Act as a focal point with the Operations team for all Project Controls queries or issues.
Collect and update CV’s of all staff and keep a database.
Send the CV’s in ASTAD Format for clients and tender purposes.
Liaise with HR and create position numbers for the staff to start hiring process.
Provide administrative and clerical support to Executive Director.
Prepare, manage and distribute Memo and Letters from the Executive Director.
Manage Director’s emails and correspondences, categorize by priority and notify Director of critical communications.
Prepare Minutes of Meeting and Agenda for the weekly Steering Committee and other meetings.
Coordinate correspondences between Program/Project Managers and Ashghal and follow up with timely reminders.
Creating and maintaining all the filing system relating to Health Facility Planning and Design.
Schedule meetings and arrange conference rooms.
Calculate HMC staff overtime and attendance sheet on daily basis.
Prepare statistical reports.
Coordinates office management activities.
Plans events and volunteer activities.
Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel
vouchers and records.
Responsible for Order Placement Timing, Supply / Demand Alignment, Material Replenishment.
Continuously monitoring, evaluating and improving supplier deliveries for various projects.
Sourcing the most affordable materials for the company’s manufacturing process.
Monitoring delivery times to ensure they are on time.
Ensuring the adequate supply of all required materials, components and equipment.
Delivering cost savings for the company. .
Helping to source alternative items for buyers and customers. .
Regularly contacting suppliers to renegotiate prices.
Keeping all supplier payments current and accurate.
Preparing LPO’s and ensuring all supporting documentation are in order and up to date.
Preparing the payments for the suppliers through Man ERP and submitting to Accounts Payable.
Quickly executed process for efficient management of the Managing Director’s agenda via BEE Clinic (medical software application) and established scheduling protocols and procedures.
Initiated and implemented a procedure of securing all meeting documents and data with a lead time of two days in order to provide the Cosmetic Surgeons time for review and preparation.
Coordinates patient correspondence and monitors the schedule to ensure accurate and timely communication with patients.
Maintains confidential patient database utilizing the BEE Clinic software.
Coordinator for events and serves as liaison to Managing Director and Clinic Manager, event committees and vendors.
Preparing the payroll through WPS for all staffs and also for commission based staffs.
Processing the visas and getting DHA license for the doctors and consultants.
Renewing the licenses and all the medical licenses for the doctors and clinic and preparing the relevant documents for the licenses.
Monitored and recorded company expense.
Prepare daily confidential sales reports for presentation to management.
To deal with daily transactions for the petty cash and ensure that reconciliations are completed on a weekly basis.
Manage Front Office and ensure customer appointments are on schedule.
Manage client medical records through timely and organized filing procedures.
Monitoring inventory, office stock and ordering supplies as necessary.
Updating & maintain the holiday, absence and training records of staff.
Responsible for purchase orders. Raising of purchase orders and invoice tracking.
Organize and conduct SMS promotion campaigns and customer campaigns and events
Support recruitment by conducting initial screening and interviews.
Responsible for taking backup for all the departments on weekly basis.
Preparing minutes of meeting.
Prepare annual reports for the Managing Director.
Responsible for complete co-ordination of advertising and flat plans for leading magazine.
Co-ordinate with advertising agencies and clients to ensure timely receipt and release of advertisements in all other magazines.
Collecting materials for all the magazines and closing the magazines.
Making sales report for the sales department and accounts department.
Update the database on daily basis.
Responsible for purchase orders to various advertising agencies and clients.
Maintaining all the booking orders and entering all the details into the CRM.
Liaison between the sales, marketing, accounts and creative department.
Control and manage TV spots and co-ordinate with agencies, clients.
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Media & Account Manager/Media Executive
May 2004 to November 2006
Exodus Communications, Cochin, India
• Promoted from Media Executive to Media & Account Manager
• Developed and nurtured excellent relationships with key accounts. This established trust and rapport, and allowed us to rebuild former relationships as well as establish a new, lucrative client base.
• Plan and project manage the development and production of all advertising.
• Marketing promotions, road shows and other events.
• Negotiate and purchase spots from Television Media.
• Plan Media Schedules for the clients and TV releases.
• Liaison between Clients and TV and print media
Bharatiyar University - India, 2001 - 2003, Bachelor in Business Management
