Admin Officer
JP Const., Mex. Phils.
مجموع سنوات الخبرة :11 years, 11 أشهر
Key Deliverables:
• Manage internal procedures and processes, incoming inspection including supplier reclaims for defective parts and booking of parts into storage system.
• Booking of materials in work orders or sales orders.
• Keeping track of inventory and minimum stock quantities
• Contribute to procurement and warehousing strategy based on project timelines.
Key Deliverables:
• Manage travel arrangement of all staff ( including Visa / Accommodation / transportation and leave vacation)
• Process Project directors correspondences ensuring that incoming and outgoing correspondences is dealt with Project Director / or on behalf of the Director, and or other staff as appropriate.
• Maintain office systems including data management and filing as well.
• Maintain records of PD and other staff contacts.
• Screen calls, enquiries and requests and dealt with them when appropriate.
• Produce documents, briefing papers and reports for each and every event.
• Organise meetings and ensures that all is well prepared for those meetings, preparing and distributing agendas, pre-meeting briefings and meeting papers.
• Meet and greet all visitors all levels of seniority.
• Any other duties as may reasonably be required by the management.
Key Deliverables:
• Developed and set-up the plot development matrix to capture all of the plot information for the two Master Developments comprising of over 200 plots.
• Maintain records and updating the plot development matrix status report for easy tracking of Plot Owners and Consultants information and all relevant issues & status of approvals of the projects for both the Najmat & Rawdhat Master Developments.
• Preparation and issuing the plot developers' pack to the various Plot Owners/Consultant Representatives for both the Najmat&Rawdhat Master Developments.
• Checking of the completeness checklist review of the Plot Owner/Consultant representative with regards to their concept design/podium design submission.
• Coordinate with various plot consultant representatives to assist them achieving completeness of submission.
• Administrative support, ensure effective planning, prioritization, approvals and overall support of management and reporting to meet requirements.
• Document Preparation and Coordination - Coordinante, prepare, edit and or proofread documents such as correspondence i.e. letters, transmittals, presentations and reports using Electronic Document Management System (“DMS”) software. Organize, coordinate and prioritize all incoming and outgoing information/correspondence. Ensure branding compliance for all 3rd party issues correspondence as well as effective filing system is on easy tracking.
• Meets & facilitate with plot consultant representatives on plot coordination matters.
• Prepare and issued a minimum standard document form to ensure all relevant permits & approvals are obtained by the Consultants.
• Ensure effective management of the day-to-day operations of the DMS.
• Maintain office materials, stationary availability and equipment in orderly condition.
• Other administrative task assigned.
Key Deliverables:
• Responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
• Prepare and manage correspondence, reports and documents for the Managing Director.
• Provide personal assistance to the GM handling extensive hotels and travel arrangements, manage expenses, bank account recovery, management diary, act as point of contact, filtering emails and calls.
• Arrange board and executive meetings, responsible in preparing meeting materials,
presentations and minutes of meeting.
• Liaise with the management team undertaking project assistance and support.
• Monitor staff daily attendance, timesheets, daily off sites schedules, accrued leave
and staff housekeeping.
• Coordination through Head Office, site engineers and IT concerning staff requests, applicant preliminary screening and interviewing.
• Support the project team and estimation department by undertaking daily administrative tasks concerning deadlines and projects.
• Manned itinerary of drivers, PRO and office clerks through coordination.
Key Deliverables:
• Provide ongoing assistance to the Project Director and Project Manager.
• Client Support/Proposals- Draft a simple engagement, manage proposal process from start to completion. Ensure client information is accurate on proposal/engagement.
• Draft moderate to complex presentation slides using Powerpoint Presentation.
• Client Relationship- Independently respond to basic client enquiries and escalate complex client enquiries to appropriate parties based on knowledge of practice/structure and work process.
• Calendar Management - handle/manage the calendar of line manager.
• Meeting Management - coordinate meetings, conference calls, net meeting etc… organize materials and prepare minutes.
• Support - provide support, run reports esp. weekly and flash reports, anaylize and monitor engagement status to ensure proper closure of engagement upon engagement completion.
• Event coordinator - act as event creator for all significant events and work with event management team in coordinating events/functions for the function/practice.
• Plan and execute local office events not supported by event management.
• Time reporting - ensure timely submission of time (attendance sheet, monitoring list/ outstanding issues, weekly activities report, Team Management, Leave, HR matters).
Key Deliverables (assigned in Project Management Faithful+Gould)
• Answering incoming calls and transfer them to respective person.
• Provide support to Project Manager and handling his calendar and meetings.
• Attending to my superiors request such as follow up documents to the consultants and clients.
• Arranging documents, logging submittals and correspondence.
• Maintaining/organizing the systematic procedure of filing system in the document room.
• Distributing all the outgoing correspondence & transmittal documents to all concerned people.
• Responsible for all letters, outgoing correspondence using Primavera (expedition).
• Sending outgoing documents via fax.
• Perform all the checking of attendance sheets and making daily and weekly reports.
• Preparing the monthly progress report and directly send to P.D. office.
• Responsible to update the progress meeting, MEP meeting & Security Meeting using Primavera (Expedition).
• Prepare NOV’s letter and handling of all scanning of NOV’s and ERI’s documents from Quantity Surveying department.
Computer Society group member