PERSONAL ASSISTANT
ASTAD PROJECT MANAGEMENT
مجموع سنوات الخبرة :18 years, 0 أشهر
Supervising the Department Admin Assistants (6 Nos.) for various administrative duties within the Contracts Department
Coordinating with IT/General Services/HR and Finance sections for various works related tasks
Review and process all staff requests assigned by the management for all related administration services such as letter drafting, leave processing etc to facilitate effective personnel administration.
Prepare letters and other correspondence to external bodies on behalf of the Contracts Department
Dispatch incoming correspondence related to assigned tasks.
Track the signing and dispatch of all outgoing correspondence related to assigned tasks.
Prepare tracking logs and spread sheets as instructed by management.
Manage records and archives related to projects and assigned tasks as per departmental and corporate document control procedures.
Maintain and regularly update records on corporate database systems and applications.
Establish, maintain records, handle photocopying and filing and arrange for the efficient operation of office equipment to support the effective functioning of the unit.
Record minutes of meeting if required
Perform other related duties or assignments as directed by the Contracts & Claims Director
Personal Assistant to the Director / Admin Assistant
Poltrona Frau Qatar
Salwa Road, Doha, Qatar
January 24, 2010 up to present
Responsibilities:
• Responsible in providing assistance to the Director’s inquiries and needs, manages his calendars and meetings, arranges hotel and flight bookings for him, screen calls and emails for the Director, organize documents by creating a systematically filing management classification.
• Responsible in preparation of process and status reports; applies metrics to analyse and assess efficiencies of Document Control Process for Qatar Foundation Projects (Male and Female Student Housing, SMRC: Millwork, SMRC: FF & E).
• Responsible in providing assistance to the Senior Document Controller in preparations of Material Submittal, Request for Inquiry, ITP and Method Statement.
• Responsible in providing assistance to Human Resources relative to tracking of employee’s daily attendance, annual leave, annual tickets and car rentals; prepares salary certificate, NOC letters and other business letters. Furthermore, responsible for arranging hotels and flight bookings for Guests and Employees.
• Monitors, updates and maintains tracking matrix, documents registry for incoming, outgoing, emails receives, transmittals and requests for information for various projects.
• In the absence of Bid Controller, am responsible to monitor incoming and outgoing documents, prepares BOQs and ensure tender submission is on time.
• In the absence of Accountant, am responsible to prepare Payment Application, handles petty cash, follow up payments from the clients, coordinate and allocate cheque payments to suppliers.
• Responsible to update reference number in the system, prepare Delivery note for all projects, prepare LPO for suppliers and manages all incoming & outgoing documents/shipments.
• Responsible to attend all incoming visitors, answer telephone and handle queries, prepare quotations and schedule driver’s day to day itinerary.
• Screen calls and emails for the general manager
• Manage schedules and appointments
• Assist the manager to his inquiries and needs
• Performs other related duties as assigned
• Organize documents and filed as directed
• To carry out any reasonable request from the General Manager