Administrative Assistant
Al-Jehat Co. for Yanbu Aramco Sinopec Refining Co.
Total years of experience :21 years, 11 Months
• Organize, monitoring and updating of project-related documents.
• Handles important daily requirements of the Engineering Support Division required for various application/software/permits required for the execution of engineering works from I.T. Department, Support Services Department, Industrial Security Department, Industrial Safety Department/Supply Chain and Human Resources Department, Off-shore/Coast Guard Services and office equipment maintenance.
• Facilitates processing of request for various office requirements such as booking for conference room, office supplies, pantry supplies.
• Handles administrative works like mailing, e-mailing, writing memorandums, letters and telephone calls.
• Arrange meetings, travel bookings and appointments for the Division Superintendent, Division Engineering team, Project Director & Estimating Division team whenever required
• Organize and monitor important documents related to the project.
• Coordinate with suppliers in relation to daily requirement of the site e.g. water supply, sewage disposal, equipment maintenance
• Taking minutes of the weekly progress meeting between the main contractor, subcontractor and consultants.
• Writing memos and other correspondences when required.
• Inventory of site office supplies and materials.
• Handles the daily requirements of the Regional Executive Directors office such as receiving calls, emails, correspondences, setting appointment, arrange meetings.
• Sorting out materials relevant to the projects being undertaken by the Director, arranging them by categories.
• Travel arrangements, hotel bookings and other requirements for the Director whenever required.
• Maintain and monitor important documents and files related to the project
• Keep track of documentation of different subjects and projects
• Prepare weekly and monthly progress reports related to the project
• Coordinate with the consultants and subcontractors to assure proper execution of the project thru the documents
• Taking the minutes of weekly coordination meeting between Main Contractor, Project Consultant and Subcontractors
• Write memos, correspondence and documents when required
• Performs inventory and requisition of office supplies and materials
• Arrange appointments and meetings
• Organize and administer the office of the COO, type memos, correspondence and documents when required
• Making travel arrangements, maintain appointment schedules
• Maintain and monitor records and files, follow up on due dates.
• Responding to inquiries from in and outside the company on the phone and in person.
• Keep track of documentation of different subjects and projects.
• Monitor and implement proper timekeeping procedures, daily record of attendance, monthly review of number of laborers and preparation of weekly food distribution summary report for the entire staff.
• Performs evaluation and analysis of forfeited plans / accounts
• Handles the flow of incoming and outgoing communications and correspondence
• Monitoring, processing and sending of notices for forfeited accounts
• Arrange appointments and meetings
• Receive telephone calls / inquiries and records keeping
• Perform inventory and requisition of office supplies of the department
• Generates monthly competitive reports for various consumer brands based on
information data feed of Philippine Monitoring Services (PMS) for radio and TV.
• Process and generates cost estimates of various consumer brands intended for
the implementation of radio and television commercials (TVC’s)
• Handles the daily flow of incoming and outgoing communications (memos, letters & fax)
• Arrange meetings and appointments
• Inventory, monitoring and requisition of office supplies and time keeping
• Assist in the implementation of office procedures
• Liaise and coordinate government offices for related matters
• Attends to client inquiries, receive telephone calls and records keeping/filing
Graduated with a degree of Bachelor in Office Administration