Executive Secretary
Al Muhairy Group
Total years of experience :16 years, 0 Months
Responsibilities:
• Organize the entire day-to-day office work which includes independent correspondence, communicating with all related Departments & interact with senior management.
• Co-ordination & follow up with consultants, suppliers, subcontractors and clients, etc.
• Organize daily tasks, schedule, arrange, coordinate meetings, events, and appointments and prepare MOMs (Minutes of Meetings).
• Handling of all incoming / outgoing mails, correspondence, electronic mails, telephone calls, Fax and distribute it.
• Handling of all official correspondence including organizing filing of Tender / Projects documents / submittals / drawings / brochures etc. as per Company QMS (Quality Management System).
• Prepare itineraries for visiting delegations and High-level management.
• Handle travel arrangements which include hotel bookings, flight reservations and prepare travel expenses.
• Purchase of office stationeries and ensuring proper requisition and controlling of office supplies.
• Maintain office automation like, Photocopier, binding machine, electronic typewriters, fax machines, shredding machine, etc.
• Processing visa applications for overseas travels.
• Maintain confidentiality of all corporate, personnel and research matters.
• Develop, maintains and update files, databases, records and other documents.
• Maintain Company Seal and other important stamps, company brochures, corporate complements, etc. conference rooms and its usages as a custodian.
• Produce management reports (departmental budgets, resource allocation tables, event organizing, etc.) sourced from different locations and from varying file formats in co-ordination with concerned dept. heads.
• Preparation of presentations, ISO certification and auditing works, Maintain MIS reports.
• Prepare records such as agendas, notices, Minutes of meeting, board resolutions, etc. for board meeting in co-ordination with concerned persons.
• Handling office staff like, Receptionist, Office boys, Drivers, Security personnel, cook, etc.
• Monthly reporting to the Management.
• Maintain various Registers and Records that are required to be maintained as per Company Internal requirements statutory needs.
• Corporate communication like internal magazine, publicity and advertisements.
• Co-ordination with other departments and maintaining good rapport with all senior Managers & staff.
• To work closely with members of various support function across the company and ensure that levels of commitments in service made to customers are met / exceeded
• Office Administration, Facility Management, Vendor Management, House Keeping, Safety & Security.
• Office Building Maintenance & Monitoring, Utility Maintenance & Effective Utilization.
• Administration of Training Centre.
• Transportation and control of vehicle movement & Maintenance.
• Recruitments in co-ordination with HR department.
• Petty Cash handling and Timely payment.
• Canteen / Cafeteria Management.
• Events & Exhibitions Management, Guest House Management, Maintain web site.
• Arrangement of Office stationeries including printing stationeries.
• Arrangement of Corporate Gifts and compliments.
• Implement rules and regulations as per standing orders.
Responsibilities:
• Co-ordination and follow up with all branch offices, group companies and projects
• Document controlling work for oil companies like, Samsung Hyundai, Borouge, etc
• Preparation of material submittals for projects.
• Manage & maintain the information flow like, Minutes of meetings, action plans, etc. related to regular project reviews, contract negotiations and other corporate committees.
• Maintain and control office stationeries
• Co-ordination & follow up with consultants, suppliers, subcontractors and client.
• Handling all official correspondence including organizing filing of Tender / Projects documents / submittals / drawings / brochures etc. as per Company requirements.
• Visit to Branch offices, Project site offices, etc. for co-ordination meetings.
• Prepare and process requisitions and purchase orders for supplies and equipment (Float enquiries based on requirements, obtain quotations, material submittals, prepare comparison sheet after negotiation, obtain approvals from the senior management, and place the orders, follow-up with Suppliers).
• Locate vendors of materials, equipment or supplies, and interview them in order to determine product availability and terms of sales.
• Co-ordinate with vendors, subcontractors, project heads, project consultants and clients for material submittals.
• Develop and implement purchasing and contract management instructions, policies, and procedures (develop, compile, reconcile, and / or update information of vendors and approved vendor list).
• Resolve vendor or contractor grievances, and claims against suppliers
• Direct and coordinate activities of personnel engaged in buying, selling, and distributing materials, equipment, machinery, and supplies.
• Maintain records of goods ordered and received.
• Review purchase order claims and contracts for conformance to company policy.
• Co-ordination with Project Stores and Accounts dept.,
• Arrange for disposal of surplus materials.
• Insurance works, etc…
• Office administration, housekeeping,
• Typing and designing general and confidential correspondence, memos, presentations, tables, etc.
• Organize daily tasks, schedule, arrange, coordinate meetings, events, and appointments and prepare Minutes of Meetings.