Oussama Mehdi

Provide direct executive-level administrative and operational support to the Executive Manager.
Work closely and directly under the Executive Manager, receiving priorities and directives and ensuring effective execution across departments.
Oversee company-wide document control processes, including incoming, outgoing, and archived records.
Prepare, review, and format executive correspondence, reports, contracts, and official documentation with strict version control.
Coordinate tender and bid documentation preparation and submission in compliance with company and client requirements.
Schedule executive meetings, prepare agendas, record minutes, and follow up on action items to ensure timely closure.
Liaise with internal departments, clients, suppliers, and regulatory authorities on behalf of executive management.
Monitor document approvals, deadlines, and compliance requirements to maintain operational continuity.
Maintain structured electronic and physical filing systems ensuring accuracy, confidentiality, and accessibility.
Manage customer and supplier databases, invoicing, quotations, material requests (MRs), and payment follow-ups as directed by executive management.

Coordinate and monitor project progress, reporting regularly to senior management and stakeholders.
Manage material deliveries, site logistics, manpower planning, and daily work schedules.
Maintain clear communication with design teams, clients, and suppliers.
Document and report on project milestones, variations, incidents, and completion status.

Lead and supervise a team of Document Controllers and Coordinators, ensuring smooth and accurate document flow across all department operations.
Manage the Document Management System (DMS) for the department, including job cards, maintenance records, equipment manuals, certifications, and operational procedures.
Maintain and update asset registers, operational logs, and track equipment status, maintenance schedules, and service history.
Prepare, analyze, and submit daily, weekly, and monthly reports on equipment, maintenance activities, and document status to senior management.
Ensure compliance with document version control, filing standards, ISO, HSE, and company-specific requirements.
Coordinate with Project, Maintenance, Procurement, Logistics, and other departments to support technical and administrative operations effectively.
Oversee document quality control and verification processes, minimizing errors and ensuring completeness and accuracy.
Manage document lifecycle, including archival, retrieval, and secure storage of critical records.
Support internal and external audits by providing required documentation and ensuring audit readiness.
Implement process improvements to enhance document management efficiency and team productivity.
Mentor and train team members on best practices, company policies, and DMS usage.

Coordinate recruitment onboarding including medical tests, fingerprinting, and contract signing.
Maintain HR databases and personnel files.
Prepare HR reports on headcount, attendance, and leave balances.
Collect and validate timesheets and resolve payroll-related queries.
Manage visas, licenses, trade licenses, and government documentation.
Coordinate gate passes with government and semi-government entities.