Administrative Assistant
SAHARA INTERNATIONAL PETROCHEMICAL COMPANY (Sipchem)
مجموع سنوات الخبرة :16 years, 2 أشهر
• Generate PRs and SES for the department expenses, including the financial year-end audit services, by avoiding delays in payment to the vendors.
• Decreased stationery supply costs for the finance department by properly managing inventory, reusing stationery, and purchasing appropriately priced materials.
• Maintained the senior managers' calendar and the conference rooms' calendar, scheduling meetings and ensuring no conflicts occurred.
• Coordinated domestic travel arrangements, including booking hotels, a pool office, and ground transportation for the company chairman and managers.
• Collaborates and keeps track of the department's CA requests, updating them on the status of the requests and reports.
• Received and verified a manual payment request for customs documents and forwarded them to account payable for booking and payment.
• Coordinated bookings, conference rooms, and catering for the board meetings, ensuring no inconvenience occurred.
• Arranged the board packages and other vital reports and memorandum documents for board meetings.
• Ensure that its organization's databases are accurate as well as the codes and materials are maintained in accordance with the established policy.
• Support the senior manager and employees in completing various activities by providing a shift supervisor's logbook and daily production reports.
• Arranged conferences, maintained meeting calendars, and reserved social activities for the department.
• Verify and track the routinely used SOPs and checklist documents as per the daily duty roster for the operation.
• Establish work procedures, keep track of the daily work of clerical staff, and make a request to the responsible department of building maintenance and catering through the IBN SINA SSRS (Shared Services Request System) web portal.
• Revised, updated, and monitored the standard operating procedure as agreed by the department superiors.
• Prepares and formulates the department operator’s shift schedule for the entire year.
• Received and verified vendor invoices for the senior manager’s approval and submitted them to finance for further processing and payment.
• Provide employees with direct access to the department files in web portal.
• Accountable for overseeing and managing the company's fleet, which includes assigning vehicles to senior executives like the Vice President and Executive Vice President as well as issuing pool vehicles to various departments.
• Ensure that vehicles are thoroughly checked and inspected by a mechanic before being released to the user.
• Arranged shuttle services, schedules, and driver assignments in accordance the daily mobility needs.
• Responsible for office supplies for an entire office, including ordering nameplates and business cards, and acquiring and delivering stationery supplies to department secretaries.
• Reserve temporary accommodation in a hotel for new employees as per the company’s procedure.
• Coordinates with the vendor for the lease car and its settlement to assist with the payment of traffic violation charges and record the same accordingly, ensures the validity, renewal, and processing of all legal documents required for all TASNEE vehicles; and maintains a daily report.
• Managed and organized the daily transportation needs of employees and company visitors/guests when needed.
• Support the manager in undertaking various administrative tasks and ensuring a high standard of work performance.
• Direct management instructions to employees via letters and email so that information and decisions are clearly and timely communicated.
• Organized complex documents, generated databases, and tracked submitted imperative files in various departments.
• Received and verified the direct and contractor timesheets for manager signatures and forwarded them to the HR Department and Chief Operating Officer (COO) for further approval.
• Collaborate with the supervisors for the nominated personnel's training, schedules, and locations.
• Handling of tank packages (ISS, PMDI, DNT, TDI, MNB) experience in leading document controllers, managing site documents in addition to the execution of document control duties.
• Daily routine activities of document control, including distribution of documents and requests for weld map tank nozzle, RT assessment, RT reports, and NDE tracking.
• Verify the documents for information written on the weld visual and weld summary (ISO drawing, spool number, heat number, joint number, and welder ID) to ensure the documents are accurate.
• Hands-on experience in identifying and sorting of mechanical documents transmittal, and drawing numbers. RFI mechanical ISO (fit up, post welding, insulation support, tank installation, RT repair spot verification).
• Sorting of the RFI number for the packaging attachment (Roundness and Plumbness, Peaking and Banding, Post Welding Inspection, Oil Penetrant Test, Vacuum Box and Pad Leak Test).
• Handling customer and administrative-clerical services. Data entry, filing, receiving, responding to, and processing emails and mail; records management; communicating with various internal departments; and customer service.
• Operate various standard office machines, including computers, fax, phone, POS machine (point of sales), and photocopy machines.
• Communicate effectively with residents, visitors, and staff to achieve successful outcomes in what, at times, can be a difficult situation.
• Coordinate with management for the approval of residents' requests and answer inquiries like Internet services, accommodation services, estate services, maintenance services, and compound security services.
• Preparing and providing keys and forms, orienting new guests for check-in and check-out, and compiling a resident handbook for the new arrival.
• Tax—process registration and closure for the Bureau of Internal Revenue.
• Licenses—process of registration and renewal of business permits.
• Clerk—create a monthly petty cash expense summary report.
• Filing and monitoring residential and commercial lease contracts and paychecks, invoices, and settlements.
• Others—process visa extensions or renewals, as well as other personal documents.