Personal Assistant
Balghailma Bubble Works LLC
Total years of experience :10 years, 0 Months
Balghailam Bubble Works LLC - Jumeirah @ Ethihad Tower (Conrad), Beach Rotana AUH, Saadiyat Jumeirah
Currently working as an above post
an above post.
•Handling all Secretarial works.
•Downloading Emails and keep forwarding to respective departments.
•Making Internal Memos.
•Attending to the Meetings (Weekly / Monthly).
•Prepare Agenda for Next meeting.
•Prepare Advertisements for News papers.
•Site Visits and supervise the requirements (Manpower / Materials / Stationeries etc.) & prepare the Internal Circulars etc..
•Update manpower reports.
•Letters drafting independently (English / Sinhala) and liaison with the Client / Government sectors and other necessary Departments.
•Communication and get the work done by necessary parties.
•Prepare the Condominium documents for new Projects/Apartments and forward to Condominium dept. for obtaining approval.
•Check the Salaries of employees and EPF / ETF.
•Prepare the Interview schedule for new Recruitments.
•Introduced new Human Resources System coordinating with Totalamber Ltd.
•Check and record the Transportation and Fuel consumption at main yard.
•Making Warning letters to laborers if necessity.
•Prepare the Quotations as per instruction by Senior Quantity Surveyors.
•And all function in Secretarial, HR and Admin. Depts.
The Brown & Company founder member was Mr. James Browns from British and it’s a Multinational Establishment in Sri Lanka since 1875 and is a diversified conglomerate with operations in seven key Industry sectors and more than 20 subsidiaries.
Responsibilities:
•All Administrative related work in Head Office
•Correspondence/Liaising with Directors / Share/Stake Holders. (Most of them from Financial Institutes)
•Arrange the Meetings (Weekly/Monthly).
•Taking Minutes / Prepare the Agendas.
•Making Resolutions (Board of Directors Movements).
•Typing Contractual Agreements.
•Visiting to the Lawyers and attended/appeared in Court cases as per their instructions on behalf of the Company.
•Preparing Bank Documents (Mandate, Company Account Opening and Resolutions etc.)
•Involving with Inland Revenue / Income Tax payment for the New Agreement (99 lease etc..)
•Visiting to the Intellectual Property Department in every week and following up all Trademarks of 20 subsidiaries.
•Assistant to the Company Secretaries (Legal & Secretarial works).
•Prepare the Documents for the A.G.M. which held in every year Month of June/July and arrange to print the Annual Reports.
•Coordinating with all Secretarial related works.
of work of the company - Construction Civil and Marine / on shore and off shore works.
For the Contract of DOOSAN / HyUNDAI / DELEAM / “Desalination Plant Project (Ras Al Khair / Steam Power Plant (Shuqaiq) Project / Steam Thermal Power Plant etc.. in Kingdom of Saudi Arabia”.
Responsibilities in Administration Dept.:
•Keeping Personnel record update, (Personnel files around 1500 employees etc.)
•Updating and Reporting Manpower movements (more than 1500 employees with Subcontractors) to the site Management. (Vacation/Arrivals/Medical etc.)
•Coordinating/Correspondence with Regional Office Jeddah.
•Arranging personnel transportation for Hospitals, Airport and other official use.
•Filling the Medical Insurance Claim Forms of Expatriates CIGNA/SAICO as well as BUPA Medical cards maintaining.
•Controlling Camp and Canteen.
•Arranging Passports renewal with Embassies (Indian / Egypt / Philippines / Sri Lankan / Bangladesh / Nepal & various Nationalities). Letter drafting to the Embassies.
•Preparation of Iqama (Residence Permit) + Work Permit renewal of employees.
•Ticket Bookings and attending to the employees vacation formalities.
•Hotel reservation for Expatriates.
•Visiting to the Bank (SABB-HSBC) two times per week and attending to the employees Accounts matters. (Updating / New Accounts opening and other necessary requirements).
•Working with AHRIS (ARCHIRODON HUMAN RESOURCES INFORMATION SYSTEM). (Update the Employee Profile, Salary Status, Leave Applications, Arrival/Departure Status,
•Bank Activities, and Additional Information etc. as per attached herewith)
•Preparing all related Memos independently.
•Coordinating with Head of Administration and following up ERE (Exit Re Entry Visa) / Other Visa formalities etc..
Responsibilities in Secretarial Field:
•All Secretarial Works. Letter drafting independently.
•Attending to the Project Director as well as Project Managers works.
•Respond to the Telephone calls.
•Correspondence with the Client (POYRY - SWCC) / Main contractor (DOOSAN).
•Attending to the site Meetings.
•Take minutes & prepare the Agenda.
•Downloading Emails and forwarding respect personnel. (Around 100 or more Emails per day). Taking action within my capacity on urgent basis.
•Preparing Method Statements.
•Maintaining the Registers IN/OUT (Hyperlink with the Microsoft Outlook).
•Correspondences filing / Distribution to the respect parties.
•Handling & Provide Stationeries to all Site Sections.
Maintain the Personnel files around 2000 employees.
•Drafting/Typing letters.
•Visa/Medical formalities for new recruiting employees.
•Making Staff movements reports / Arrangements Camps
facility requirements. (CY Camp (EXP.) & Asian (TCN) Camp.
•Preparation of formalities for New Arrival & Departure.
•Preparing Warning Letters for the employees. (as per Management instructions)
•Assisting to the all Administration activities.
•Renewal of Passports.
•Drafting letters to the Visa office & Consulate etc..
Manpower Update and forwarding to the Head Office
Daily/Weekly.
•Attending to the Site Meetings / Taking Minutes / Prepare
the Letter to the Clients and Head Office. (Country Manager).
•Assisting to the Quantity Surveyor Dept. works and keep forwarding the Reports to Head Office.
•Preparing Project Summary.
•Updating Vehicle list coordinating with Transport Manager.
•Preparing Incident / HSE Report.
•Preparing Medical / Sanitary Report as per Site Doctor’s
instructions.
•Updating the Project Organization Chart.
•Working all Secretarial activities at the Project Site.
Attended to the Internal Meetings & Take the Minutes
•Drafting Letters to the Clients (AKAKUS/REPSOL, WAHA OIL & BREGA).
•Coordinating with Mechanical Engineers & Preparing Work Instructions.
•Preparing Weekly/Monthly Reports.
•Preparing Drawings to submit to the Clients.
•Download Emails & Forward respect parties.
•Maintain the Register IN/OUT.
•Preparing Method Statement as per Engineers Instructions.
•Mark the Time Cards of employees in respect Dept.
•Handling & Distributing Stationeries.
•Arranging Accommodation for Commissioning Engineers.
•Flight Bookings / Transportation arrangements.
Three companies competed by one Proprietor (Late Mr. Raymond Subasinghe). Also he was the Chairman of S.L.O.A. in 2006/2007.
Responsibilities:
•Drafting Letters independently to the Suppliers / Clients.
•Maintain the Itinerary of Sales Representatives. (Dairy Dept.)
•Helping to the Purchasing Dept.
•Correspondence with S.L.O.A. committee members.
•Attended to the Meetings.
•Coordinating and Organizing Recreation Trip, Welfare Activities, A.G.M., Annual Sport Meets and Christmas Party for all Opticians in Sri Lanka (Members of the S.L.O.A.)
•Preparing Interview Schedules for the Interview Board of Sri Lanka Optometric Association.
•Coordinating with P.R. SECRETARIAL (Company Secretaries) and drafting Agendas / Letters.
Telex/Fax/Internet/Email).
a member of The Ceylon Chamber of Commerce for more than a hundred years has become a widely diversified Group of Companies.