Admin Coordinator
MADAF TRADING & CONTRACTING CO
Total years of experience :10 years, 9 Months
Provide general administrative and clerical support including mailing, scanning, faxing and copying to management.
•Handle and monitor of incoming communications and documents and arrange internal and external meetings.
•Solve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
•Assist the administrative requirements of the Division Head as needed.
•Coordinate with all project’s supervisor for daily activities of Employees to prepare Timesheets.
•To enter Daily Timesheet & Vehicles in Project Accounting module of Dynamics GP.
•Prepare the Preventive Maintenance Report for O&M project.
•Prepare Generator Overhauling Report for NSN Projects.
•Handling of Company’s Courier and Coordinate with Administration department for its Invoicing.
•Contribute to team effort by accomplishing related results as needed.
Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
•Record the issue, status and location of all controlled documentation, particularly submitted drawings.
•Liaise with the project management to identify priorities and appropriate treatment of information incoming and outgoing.
•Typing of site documents, and follows up of all the site needs.
•Maintain updated records of all approved documents and drawings and their distribution clearly.
•Maintain the files and control logs as required by the project.
Performing all administrative functions for the Division. Assist to the preparation and documentation of confidential or sensitive information.
•Responsibilities for filing activities and ensuring the data with regard to manpower, time keeping, helping in expense reports etc.
•Preparation of all purchase order to suppliers.
•Final checking of hired employees timesheet and preparation of invoices to submit the clients.
•Travel coordinating, maintaining contact and relationship with vendors and suppliers and general office duties, ordering supplies etc.
•Arrangement of meeting with the client and preparation of all reports what we discussed in the meeting.
•Able to preparing various kind of spreadsheets, typing scope work, specifications, memos, faxes, document transmittals, minutes of meetings and preparing presentations, etc.
Coordinating all incoming and out going correspondence. Type all kind of correspondence, reports and spread sheets where required. Preparing daily & monthly timesheets, invoices, delivery notes and timesheets reports.
•Preparation of Weekly Plan and forward to Project Manager for final approval.
•Printing and final checking of drawings for submission.
•Preparation of Drawing Control and mentioned the details in Drawing Control.
•Preparation of Transmittals for submission of drawings.
•Ensure safekeeping and maintenance of technical records and master documents (hard copies) stored in technical service library.
•Preparation and submitting the bidding documents to Saudi Aramco.
•Ensure timely processing and return of documents/drawing from consultant and subcontractor.
•Prepared general correspondences, memorandums, reports and other materials from rough draft, copy, marginal notes or verbal instruction.