Senior Secretary
KBR Inc.
Total des années d'expérience :14 years, 6 Mois
Aug 2017- Present
Sr. Secretary
Kellogg Brown & Root Limited (KBR)
Work within the Expressway Programme team to provide all the necessary administrative support functions. Liaise and communicate frequently with team members, the Client, Consultants and Contractors.
Job Responsibilities:
➢ Diary management in Microsoft Outlook 2010.
➢ Meeting Scheduling with Client/Consultant/Contractor and providing Access Code to access into the Building.
➢ Client, Consultant and Contractor liaison and management.
➢ Correspondence preparation, follow up and maintaining track record.
➢ Handling and Coordinating with Site Secretaries for correspondences and other matters related to work.
➢ Presentation and report preparation and formatting.
➢ Data Management in SharePoint and Documentum.
➢ Updating Payment/Invoice Status in KCMS (KBR Contract Management System).
➢ Arranging Team Lunch and small get-together within the team.
Projects:
1. Lusail Development for Primary Infrastructure - Construction Package 4B - Road A1, A6, Southern and Marina Interchanges
2. Lusail Development, Construction Package CP01-C1/C2/C3, Place Vendome, Entertainment City, Transfer Packages
3. Lusail Development Construction Package 10 C1 (CP10C1) Landscape Works for Lusail High Way (CP4) and Southern Interchange (CP9)
4. CP8A1: Infrastructure & Landscaping Works at Spine and Marina Roads in Qetaifan Islands South
5. Lusail Development for Primary Infrastructure - Construction Package 08-A-2: Infrastructure and Landscaping works for Villas in Qetaifan Islands South
6. Construction of CP08A3: Enabling Works - Qetaifan Islands
7. Lusail Development - CP10-B1 Marina District East, South and North Promenades Public Realm Development
Provide administrative and secretarial support to the Executives and handle routine administrative tasks under minimal supervision. Implement and maintain a state-of-the-art electronic document management system as part of PMS (Project Management System) at client project sites; ensure timely and effective data handing to support QPM in providing world class project management to its clients.
Performs a range of routine, non-routine and/or specialized administrative and secretarial tasks, within the safety section in order to facilitate effective workflows.
Update all the date in the electronic Safety information System (safety store standard, assembly point, security services, safety documents etc.)
Prepare Section’s reports (monthly, yearly and board reports)
Prepare and compile all relevant data, correspondence and follow-up of all recommended action for QASEC and Management Review.
Coordinate and update relevant internal/instructions/procedures, which are due for update, as necessary.
Administers and operates office systems in order to facilitate the input, analysis, manipulation and retrieval of data.
Prepare internal/external correspondence. Type memos, reports, minutes of meetings. Assists Head of Section in preparing presentation graphs, and statistics.
Maintains cost efficient levels of office supplies in order to ensure ready availability and continuity work of processes.
Schedule and coordinate section meetings and other meetings such as QASEC, Management Review Meetings. Plan and arrange venues. Coordinate with participants. Send reminders and follow up messages.
Deals with incoming calls, and understands the nature of the enquiries in order that they can be channeled to the appropriate person for resolution.
Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
Assists Head of Section in preparing for meetings by providing documentation, reports, previous minutes of meetings and background information on the subject under discussion.
Prepare and process requisitions, invoices and follow up with the concerned sections.
Handling CEO dairy, travel arrangements,
Arranging conferences, taking minutes of meeting etc.
Doing Telemarketing to introduced courses of the company.
Arranging Schedule for the classes
Coordinate with the Instructors and the Candidates
Communicate with the Candidates for their doubts and queries about the courses
Provide a friendly atmosphere to candidate to make them comfortable with QFH
Handling all the filing, keeping record of petty cash,
Track of all the office stationeries etc.
Making hotel and transport arrangement for the instructors
• Liaise with senior project manager and other staff to obtain information for special projects.
• Liaise with managers and leads
• Source internal and external documents
• Screen telephone calls and provide appropriate responses in the absence of the senior project engineer
• Maintain confidential records and filing of reports, correspondence, statistics and related material for ease of retrieval
• Taking minutes of meeting, preparing and distributing
• Use automated office systems to facilitate project research and meet work deadlines.
• Develop sound knowledge of company policies and standards and the senior project engineer’s job function to provide information, ideas and support on matters of concern to the senior project engineer.
• Obtain information for report preparation.
• Arrange appointments for superior(s).
• Monitor incoming mail, responding as appropriate or passing to the senior project engineer.
• Distributing documents via Aconex and Document Transmittal Requests
• Provide technical assistance to the project Engineers, Discipline Engineers.
• Editing and formatting of project / engineering documents as per standard template
• Quality Assurance- Responsible for working within the provisions and guidelines of the Quality Assurance system relevant to the Business Unit.
• Attending incoming calls and transfer to the required/requested person
• Mobilization - applying and sending visas, arranging air tickets, travel arrangements, hotel bookings and related matters.
• Preparing LPO after receiving confirmation of booking details by agent and employee
• Maintaining details of employees, MIS and other information
• Maintaining the vacation planner (Department wise)
• Maintaining and updating the employee personal files with strictest possible confidentiality.
• Transferring CV into Company format
• Arranging safety training schedule
• Coordinating and preparing request safety gear for offshore and site visit
• Checking, monitoring and ordering office stationery and offshore items
• Coordinate with drivers for request transportation, and office boy for some office work.
• Receiving Q post mail and salary slip, sorting by name and department.
• Making official letters/authorization letters and purchase order.
• Ensuring filling system is kept, organize, updated and correctly indexed
• Provides secretarial support.
Handling Front Office operations /Receiving applications across the counter with proper scrutiny.
Dealing with the walk in clients and resolving their queries.
Provide full and latest information of schemes to investors in the form of offer documents, performance reports, fact sheets, portfolio disclosures and brochures, and recommend schemes appropriate for the client’s situation and needs through telephonically and personally with walk in customers.
Coordinating with the clients about their investments and scheme / Sending daily reports to Regional Office through mails and confirm it on phone.
Managing and controlling all dispatched for the branch / Handling customer’s queries on phone and take a necessary action on it.
Coordinating with the Sales Department and with the brokers about the sale and purchase of the prod and send a report to the Head Office within a timeline.
Keeping track of the corporate client’s portfolios as per their investments and update it day by day as per, their sale and purchase.
Sending details of Portfolios with the statements on every first week of the month regularly to the corporate client’s
Commerce
Secretarial practice