Executive Secretary
Spark Building Contracting LLC
Total des années d'expérience :12 years, 5 Mois
Working in a fast paced environment, giving full administrative and secretarial support to Senior Management.
Acting as a primary contact point of main contractors, subcontractors, consultants, clients and suppliers.
Maintain dairy management of General Manager.
Preparation of all correspondences, memos, letters, quotations, invoices, daily / monthly reports etc.
Receives all incoming mail including letters, memorandums, reports and written comments from relevant Divisions/Departments, Contractors & Consultants Companies and distributes to concerned Project Managers / Engineers.
Arrangement of meetings & preparation of minutes of meetings.
Liaison with Govt. Departments & Oil Gas companies (ADDC, ADSSC, Transco, Municipality, Adnoc, Adco, Gasco, Takreer, Fertil, etc.).
Updates and maintains the Notice of Intent (NOI) status and response.
Coordination with company departments(Accounts, Admin., Stores, QS, HSE&Procurement ).
Manage and maintain manpower lists / files.
Business dealings with suppliers.
Make sure the availability of materials at site as per LPO / Material Requests.
Verification of documents like Payment certificate, Invoices, Delivery Notes, Quotations, BOQ, LPOs etc.
Documents management through Aconex & Laserfiche.Preparation and submission of LOA request for various projects to Clients such as GASCO, ADCO, ADAC, Hyundai, Borouge Essar...
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Keeps equipment operational by following manufacturer instructions and established procedures.
Responsible for updating Company Profile, both hard copy and soft copy.
Monitor, screen, respond to and distribute incoming communications.
Receive and interact with incoming visitors Incoming and outgoing correspondence
Attending and directing visitors.
Performs a full range of secretarial duties and assists in a variety of clerical, technical and routine administrative tasks; facilitates internal and external communications as directed.
Coordinates internal communications and activities within the assigned department.
Handles postal services, receives visitors, arranges travel, schedules appointments, answers telephone calls and refers to appropriate staff members. Handles all telephone or counter enquiries from the employees or external clients.
Handles all filing and record keeping, including database management, data entry/retrieval and a variety of software applications used for general office and secretarial support.
Responsible for tracking office supply requirements and inventories of the assigned department.
Engages and executes other tasks as and when it is necessary or as assigned.
Preparation of Method Statement, Quality Plan, Safety Plan etc in accordance with project requirements and instructions from the QA/QC Manager.
Provide financial documents required for agreements and contracts.
Assisting Timekeeper in preparation of monthly timesheets for staffs and other employees.
Coordinates and follows-up pending matters with different trade engineers and management.
Demonstrated ability to use word processing and excel software applications.
Responsible for providing administrative support to staff and other employees. These duties include but are not limited to:
Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
Open, sort, and distribute incoming correspondence, including faxes and email.
Make travel arrangements for executives.
Prepare the daily activities and important documents to be sign by the GM or the Top Management.
Encode and store important files or documents in computers.
Office supply purchasing, typing, filing and telephone duties.
Prioritising workloads.
Handling correspondence.
Implementing new procedures and administrative systems.
Liaising with relevant organisations.
Inventory management using Hira Office Mate Systems.
Entering Invoices, Vouchers, Purchase Registers.etc.
Preparation of vouchers/purchase request and other related documents.