Administrative Assisstant (Temporary Employment)
Hamad Medical Corporation
Total years of experience :11 years, 4 Months
Reporting directly to Executive Director of the Department and perform as Executive Secretary.
Supporting other colleagues such as ED’s, AED, and Senior Staffs until down level.
Assisting the Chairman of the Finance and Resources Committee to compile and circulate all documents to all Chiefs and other attendees on his behalf. Responsible for drafting the minutes of meeting for ED initial review before sending to Chairman for his final approval for circulation to all members.
Maintains office co-ordination: maintaining co-ordination and link between the department and the rest of the office.
Creating and maintaining office documents like memos, reports and other important documents.
Creates and revises systems and procedures by analyzing operating practices, recordkeeping system, forms control, office layout and personnel requirements.
Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Provides information by answering questions and requests.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Other tasks are assigned from time to time
Secretary to the General Manager-Operations and to the Regional Financial and Commercial Controller
Managing of incoming and outgoing calls, letters (Q-Post), couriers, outgoing letters with controlled reference nos., email enquiries in a timely and efficient manner.
In-Charge in all administrative duties of the company including maintaining of Personnel Files, Arranging of tickets, hotel, Employees Offer Letter, Contract and to ensure employees files, database and on process are updated regularly.
Monitoring of leave planner and calculating of leave entitlement.
To communicate with the PRO for the pending on process for the new hire and for renewal of the existing RP of employees.
Assisting the Head of Business Development in the preparation of Tender (all documents required and information)
Assisting the Accounts in preparation of Payment Voucher, Cheque, Pay slip (if required) and to inform all suppliers for cheque collections.
Issuance of cheque payment to contractors and suppliers.
Coordinates to the Bank Manager regarding of the opening account for new hire and make sure all employees have the necessary documents.
Managing of Legal Documents like Original Passports, Employees Stamped Contracts, CR, and Immigration Card. To make sure that those documents are kept in the safe area.
In-Charge in the recruitment of the company and to prepare the necessary documentation before the recruitment begin.
Other tasks are assigned from time to time.
Personally in charge in all administration & HR other duties for projects:
1. Processing of Time sheet for all staff of the company.
2. Monitoring of supplies and request if required.
3. Provide accurate and timely reports and records to the head office in the
U.S. such as staffing, organizational charts, contact lists, and other
business tracking information.
4. Conduct new employee orientations to foster a positive attitude toward
Company goals.
5. Bookings (Hotel, Ticket & Meeting & other gathering).
6. Meeting/Coordination with Clients, Lawyer, sub-contractor, supplier,
agency and others sector of government.
7. Ensures that all management agreements and vendor contracts are
obtained and secured in compliance with the Company established
requirements.
8. To ensure timely recruitment of required personnel of the company per project.
9. Responsible for a preliminary interview, evaluation and make recommendation to the Site Manager or General Manager for a technical interview (Project) but if it is office position direct selection from me.
10. Preparation of Offer Letter, Regularization/Confirmation Letter, Contract and other related documents.
11. Working with mandoop for any renewal/issue/problem regarding governmental issue of the employee/company.
12. Processing of work permit for all employees under husband sponsorship from Ministry of Labour, Ministry of Foreign Affairs and Embassy.
13. Attending meetings with GM, Clients and Sub-contractor regarding the requirements and updates of the compound or building of the clients.
14.Final Review of monthly reports and newsletters before submitting to the client.
15.Arranging Signage (Ocular inspection of exact location, dealing with supplier for Quotation, Design, LPO and coordination to the client for the approval and make sure it will deliver and install base on the LPO.
16.Managing of Pantry staff (If required by client).
Receiving Monthly Rent Payment for estimated of 700, 000 from tenant.
Responsible for preparation of Lease Agreement and Monthly Invoicing for almost 70 tenants.
Personally folow-up unpaid and due rent payment.
Responsible for Monthly report for our Collection and Disbursement of the company.
Preparation, Segregation and Distribution of Monthly Qtel, Kahramaa Bill for our tenant and Responsible for monthly Report and breakdown after payment.
Responsible for the preparation of receipt voucher, payment voucher, status of the flat and final settlement of the vacated tenant.
Petty Cash Custodian for our daily office and flats expenses.
Responsible for incoming calls from customer, tenant’s inquiry, complaints and other matters. Faxing, copying and scanning from our printer.
Preparation of all correspondents needed by the company. Sending documents thru fax or email. Responsible for of all incoming and outgoing email of the company.
Responsible for all works and problems of the company before going to the chairwoman.
1. Computation and Preparation of monthly, quarterly BIR Reports for 35 clients (non-vat and vat clients).
2. Preparation and Recording of Books of accounts (Accounts Payable, Sales, Cash Disbursement, Cash Receipt Book, Journal and ledger).
3. Preparation of Quarterly Income Tax Return and to assist Certified Public Accountant for the annual Income Tax Return.
Preparation of journal entry of all invoices and personally encode directly thru SAP System (connected to our Mother Company - Germany)
Responsible for the processing of all accounts due for payment.
Preparation of check and check voucher for the supplier and other payables of the company.
Responsible for the released of check from our supplier and preparation of monthly report to be reported directly to Managing Director of the company.
Responsible for the received request order from each department and preparation of canvass and Purchase order for the items.
Preparation of monthly report and directly reported to Managing Director.
Encoding and costing of materials Issued.
Counter-checking of Overtime Meal Allowance of the employee.
Handling and Monitoring of Revolving Fund thru Bank.
Personally withdraw and deposit all cheque issued from revolving fund.
Preparation of cheque and encashment for the payment of our contractor and for Meal Allowance of our employee.
Preparation of monthly report for our Revolving Fund and for the status of unclaimed meal allowance to our Head Office.
Distribution of payroll for our casual employees.
Preparation of request for payment and petty cash voucher for replenishment of our revolving fund.