IT Project Coordinator
qatar general electricity & water corporation
مجموع سنوات الخبرة :12 years, 5 أشهر
o Scheduling and arranging important meetings and conferences whenever required
o Communicating with clients by attaining telephone calls and fax messages
o Planning and organizing meetings with the clients and attaining overseas conference calls
o Responding to the client and customer inquiries on a timely basis and providing word processing and secretarial support wherever necessary.
o Preparing ppt presentations for monthly meetings.
o Undertaking research, gathering information, as well as sorting and categorizing it accordingly
o Delegating the information to the required department in the organization in a timely frame
o Giving presentations to the superiors about the working procedures, revenue generated, expenses, human resource management, etc.
o Making calender entries for the reporting managers and scheduling meetings and appointments
o Preparing and maintaining the data shared between the departments and recording the information accordingly
o Providing detailed information about the business and working nature of the organization to the clients
o Attending events and meeting on behalf of the managers and later briefing them about the same
o Provide training to the other clerical staff.
o Maintain electronic and paper record information and filing systems.
o Prepare Arabic/English memos, letters, and other documents, using word processing, or through CMS.
o Plan and arrange travel schedules and reservation for the superiors and executive management as needed
o Ensuring that the organization policies, rules, and regulations are followed properly
o Ensuring that the organization follows all the legal rules and regulations.
o Maritain and monitor project plans, project Schedule, work hours, budgets and expenditures.
o Organize, attend and participate in stakeholder meetings.
o Follow up on important actions and desicions from meetings.
o Prepare necessary presentation materials for meetings.
o Provide administrative support as needed.
o Coordinate with all team members to make sure that all parties are on track with project
requirements, deadlines and schedules .
o Create a project management calendar for
fulfilling each goal and objective.
o Assess project risks and issues and provide solution where applicable.
o Identify and develop new opportunities with clients.
o Develop and implement policies and procedures to improve operations and function of the IT
department.
o Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
o Ensure operations adhere to policies and regulations.
o Keep abreast with all organizational changes and business developments.
o Maintain employee’s records, personal files and filling HR information to systems and data bases in daily manner.
o handle new joiners’ R.P processing (medical, finger print & employment contracts) in coordination with the P.R.Os by keeping them up to date by the end of every week with the list of new joiners with their R.P status.
o process requests for permanent visa / residency permit for candidates / employees and his/her family, and notify the relevant stakeholders of the approval or the reasons for rejection and handle and keep track of employee records and visas.
o Process requests for visit visas for candidates, employees and their families and notify requesting Departments of the approval or rejection and handle the processing of sponsorship transfers, renewal of official permits, requisitions for employment visas and health checks, and notify the requesting Department of the decision.
o handle the processing of exit and re-entry permits for all employees and the processing of repatriation and clearance requests as a result of employee separation from the company.
o Ensure that all files and documents are completed in a timely and accurate manner and handle employee security clearance requests associated with the required government authorities in Qatar.
o update the metrash report by including all new joiners, re-joiners & leavers.
o Follow up on all documents and files submitted with the relevant government entities, and provide status reports to requesting Department or school as needed and support in keeping track of employees’ and visitors’ passports, residencies, visas validity and arrange with the employees and other concerned parties for their renewal / extension.
o renew all companies legal documents on time in coordination with the P.R.Os (CR, Computer card..etc).
o Coordinate with IT department on all office equipment and IT services.
o Coordinate with Finance to ensure that all vendor invoices are invoiced and paid on time.
o Liaise with facility management vendors to ensure for smooth running of business.
o Conduct research and prepare presentations or reports as assigned.
o Assume role of primary point of contact between the executives and internal/external clients.
o Maintain daily electronic journal, arrange meetings and appointments and provide reminders as needed.
o maintain master corporate calendar of all conferences, all-hands events, holidays, and vacations.
o Handle requests, feedback, and queries quickly and professionally.
o Arrange complex and detailed travel plans, itineraries, and agendas Provides a bridge for smooth communication between the GMs office and internal departments.
o Arrange executive travel, hotel and dining arrangements as needed, reserve conference rooms and organize catering .
o Ensure accurate and timely reporting to the Management for cash flow and investment monitoring reports
o Take dictation and meeting minutes, accurately enter notes and distribute.
o Monitor office supply levels; reorder when appropriate.
o demonstrate leadership to maintain credibility, trust and support with senior management staff Relay directives, instructions and assignment to staff as directed by GM.
o Produce professional quality reports, presentations and briefs
o Prepares LPOs as requested and when required.
o Develop and carry out an efficient documentation and filing system for both paper and electronic records.
o Delegate tasks as appropriate to other members of the team.
o Provide general administrative/office support: typing, telephone, mail, copying, faxing, filing, as well as office related projects/tasks.
o Manage and maintain busy outlook calendars hig
hlighting potential conflicts, inputting travel data, conference calls, meetings etc.
o Coordinate complex point-to-point travel needs (car, flight, hotel, etc.) with travel company.
o Prepare weekly timesheet and expense reports with accuracy.
o Provide production support including slide generation, graphics, proofreading, editing and copying
o Coordinate and support in-house or off-site activities, like conferences.
o Schedule client and internal meetings and events; prepare logistics/equipment arrangements.
o Maintain and develop working relationships with various support staff members to maintain information flow and scheduling process.
o Address employee queries regarding office management issues (e.g. stationery, Hardware and travel arrangements).
o Organize and maintain filing system (both electronic and paper).