Executive Secretary of the CEO/Office Manager
Raya Financing Company
مجموع سنوات الخبرة :17 years, 0 أشهر
• Extensive Administrative job to assist the CEO with daily document duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; and arranging complex and detailed travel plans, itineraries, and agendas.
• Preparing documents/presentations for Internal meetings, committee Meetings & Board Meetings. Then keep in record all important notes to distribute the minutes of the meeting to the attendees and follow up on necessary action that has been discussed.
• Communicates directly on behalf of the CEO to Department managers and others on matters related to programmatic initiatives as directed.
• Additional Job as Purchasing Specialist to manage the Purchasing System from PR to PO using the Oracle System and dealing with concerned vendors for departmental requirements & projects.
• Manage Office Facility by requesting maintenance services required through the company’s Oracle system.
• Additional work as Office Manager for managing and maintaining all office-related requirements.
• Assist other executives with their administrative/Technical concerns to minimize work expansion to obtain the target of specific business-related matters.
• Administrative support to Admin, Finance & Operation department for any documentation and Forms required.
• Creating e-forms through Adobe Acrobat with e-signature and e-stamps required for business forms template.
• Handle confidential documents ensuring they remain secure.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
Assists the CEO with daily administrative duties and completes a broad variety
of administrative tasks that include managing an active calendar of
appointments; completing expense reports; composing and preparing
correspondence; arranging complex and detailed travel plans, itineraries and
agendas and compiling documents for meetings.
• Handling CEO’s email for corresponding to necessary coordination with
clients, sub-contractors, an invitation for seminars and other necessary
correspondence internally and externally.
• Communicates directly and on behalf of the CEO with Department Directors
and others on matters related to programmatic initiatives as directed.
• Conducts research on prospective company partnership to identify and evaluate
current needs and assembles materials needed for the proposals.
• Drafts reports, letters of partnership proposals; prepares and coordinates oral
and written communication with them.
• Attend meetings and keep Minutes of Meeting in every CEO’s Meeting
internally and externally.
• Administratively supports HR director (recruiting support, making HR Forms
format documents surveys set up and other administrative tasks), drafts emails
and other HR correspondence as directed.
• Support other directors in terms of clerical and administrative documents
prepared a proposal to the client.
• Support for planning and development for company agenda ex. in preparation
for implementation ERP Database System and becoming Database
Administration for handling and maintenance of workflow process once it’s
implemented.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and
follows-through on projects to successful completion, often with deadline
pressures.
• Handle confidential documents ensuring they remain secure.
• Maintain electronic and paper records ensuring information is organized and
easily accessible.
• Conduct research and prepare presentations or reports as assigned.
Resume of
• Providing general employee service to any employee’s concern and perform wide duties in employee’s welfare, health, and safety.
• Develop plans and generally oversee a comprehensive personnel program including all aspects of development and maintenance of job descriptions and equal employment opportunity, recruiting, employment procedures; processing personnel actions including new hires, transfers, promotions, change position, salary adjustment; personnel training; labor relations; benefits administration; evaluations; leaves of absence; resignations, retirements, terminations, and various other personnel-related actions.
• Establish good work relationships with the relevant representatives of local government offices related to HR, to ensure easy entry when needed, and follow up on employees’ problems with government relation units.
• Providing correspondent email to all Site/Project regarding all HR matters.
• Maintains monthly & yearly reports for all employees who joined and leave the company. Also, who transfer to different site project and those who got salary increment and other reports of HR matters.
• Responsible to Maintain the ERP System (SAP & MS Dynamic AX) as System Administrator for Hiring, Separation, Increment, Probation, Employee’s benefits Promotion, and Demotion.
• Facilitates the timely completion of letters, memos, and correspondence.
• Creating HR application forms and make it PDF Data Entry Forms, as needed for all employee’s applications, and required documents form for employees.
• Responsible for Monthly Attendance Report of all employees at Head Office & other concern Project that have Biometric Attendance every Cut Off day of the month, then submit to Payroll In-charge to proceed for Monthly Payroll.
• Maintains a variety of employment files and records for the purpose of compiling pertinent employee information, ensuring the accuracy of employee's records, plus keeping confidential files.
• Providing secretarial and related clerical support to the HR Director and to assisting in accomplishing the plan & objectives of the HR Director.
Recruitment Officer
• Directly responsible for managing an end-to-end recruitment process.
• Oversee the achievement of recruitment needs as per the manpower plan and ensure all vacancies are filled with suitable candidates within the target time.
• Closely coordinate with Head of Department to understand the requirements, to agree on timelines and to identify appropriate sourcing method.
• Maximize the effectiveness of existing sourcing strategies and initiate and develop new methods of attracting candidates.
• Liaise with local and international preferred recruitment agencies for external recruitment sources.
• Conduct initial screening of CVs based on requirements and ensure candidate’s compliance with Saudi labor visa/work permit regulations, attestation of certificate and submission of professional references (if licensed)
• Perform employment process (e.g. callbacks, scheduling interviews, entering information into the computer, maintaining recruitment applications, assisting with applicant searches & notification. Prepares Job Offers and Contracts and coordinate with visa issuance with the other HR Division.
• Conducting examinations to applicants as per managers/department head requirements.
• Follow up & remind all concerned international agencies regarding recruitment status.
• VISA Delegation thru Enjaz System and provide Power of Attorney and Demand letter to the concerned recruitment agent for the new VISA for the recruitment required.
• Distributing of new employees to designated sites/projects through email and follow up if they arrive properly at the site management. Sending also their 3 months evaluation form for a probationary period.
• Providing support for other HR projects and continuous improvement initiatives related to recruitment and selection.
IT ADMINISTRATOR
• Assists in the planning, design, documentation, and implementation of various systems to include desktop PC’s, Laptops & servers, network equipment, and software applications.
• Monitors and maintains the use of the LAN connections, photocopiers and printers.
• Develops, maintains, and monitors procedures for all server backups.
• Monitors, plans, and coordinates the distribution of client/server software and service packs.
• Makes recommendations for new equipment and services to purchase and works with various vendors for procurement.
• Assist in the organization and inventory of all hardware and software resources.
• Maintains excellent communication with the IT Manager on all tasks and projects.
• Creates and maintains good technical documentation.
• Designs installs, upgrades, configures and repairs local and wide area network hardware and infrastructure.
• Installs and tests computers and related network hardware in a LAN/WAN environment.
• Carrying out client computer maintenance.
• Providing IT support to computer users within the office.
• Logging all IT problems and resolutions.
• Keeping an inventory of hardware and maintenance records.
• Keep abreast of IT technology, maintain a library of information
• Make network connection of computers to the Network Server through IP Address, Subnet Mask, and Gateway & DNS Server at site office.
• Maintaining the network server to work properly & to avoid any kind of network problems during office hours.
• Always check the all the network IP’s for properly working.
• Configure e-mail through MS Outlook to the all Site Engineers at site office.
• Installed telephone line using UTP CAT 6 Cable to CISCO IP Phone.
• Troubleshooting of Defective Computers via Software troubleshooting & Hardware troubleshooting.
• Troubleshooting of Scanners, Printers, Photocopier, Hand Punch Machine & CISCO IP Phone.
• Cleaning & maintaining of all Computers and Devices to work properly.
SECRETARY / DCC
• Sending email (Using MS Outlook) to all Office & Site Managers, Engineers & Staff regarding in all information about Site Progress & needs, either Mechanical, Civil & Electrical works at Site Office.
• Typing of all typing Jobs given by the Site Managers or Engineers, either Mechanical, Civil & Electrical matters at site Office. (using MS Word, Excel & Adobe Acrobat Pro Extended)
• Sending e-mail of Request for Inspection for the site accomplishment to the Consulting Engineers & Inspectors.
• Making Database for Site Manpower, Site Material Monitoring& Turn over Documents. (using MS Access)
• Making Progress Percentage Presentation Report to the High Management when their visiting Site for Progress Review. (using MS PowerPoint)
• Making a plan for site progress using Microsoft Project.
• Monthly preparing of soft copy for Site Manpower List, Mess List & Overtime List then send to HR Dept. - Head Office.
• Monthly Preparing & Sending of Site Progress Invoices to Head Office.
• Filling of all Site Documents record and keep it segregate & accordingly.
QA INSPECTOR
• Visually inspection of outgoing product before to deliver it to the customer.
• Always assure that no defect product that will deliver to the customer.
• List down all inspected product after each inspection on Daily Inspector Report.
• Always perform and maintain 5S after every day of inspection.
• Follow leader/superior for any matters they want to conduct.
QA ENGINEERING STAFF
• Creating a dimensionally checked point of each drawing of Die plate, using AutoCAD Software.
• Creating a dimensionally checked sheet of Die plate using MS Excel.
• Dimensionally checking of all finished die plate before to assemble it.
• Record all fabrication and repair of die in fabrication monitoring record.
• Monitoring and encoding of all material and tools that used in the engineering section.
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