Executive Administrative Assistant
Dar Al-Handasah (Shair and Partners)
Total des années d'expérience :14 years, 8 Mois
Implement and Development Document Control System
Prepare all Tender Document
Record, organize and search for project-related documents \[Specifications, Method of Measurement, and Bills of Quantities\], including Word, Excel.
Organize a database of project materials for easy retrieval
Design and create customized logs to track submissions.
Handle, file and archive documents \[Hard/Soft\] copies.
Implement and Development Document Control System
Create and track submittals and requests for information
Record, organize and search for project-related correspondence, including Word, Excel, and Outlook items
Organize a database of project materials for easy retrieval
Design and create customized logs to track other project information
Handle, file and archive correspondence and documents
Create a document control system to manage and facilitate information and project documents sharing among concerned staff
Provide Orientation the new engineers to documentation system
Perform time schedule for projects using Ms. Project.
Carry out project submittals in accordance with schedule with deadlines & maintain timely submission from all sectors
Act as point of Sending / receive all submittals and distribute to different departments
Record, organize and search for project-related correspondence, including Word, Excel, and Outlook items
Organize a database of project materials for easy retrieval
Design and create customized logs to track other project information
Handle, file and archive correspondence and documents
Create a document control system to manage and facilitate information and project documents sharing among concerned staff
Implement and Development Document Control System
Prepare and maintain Progress & man-hour reports
Perform schedule of submittals with dead lines
Prepare and maintain Drawing Control Sheet (DCS) for different projects
Send / receive all submittals and distribute to different department
Create and track submittals and requests for information
Record, organize, and search for project-related correspondence, including Word, Excel, and Outlook items
Organize drawings, sketches, and revisions for easy retrieval
Design and create customized logs to track other project information
Handle, file and archive correspondences and documents
Create a document control system to manage and facilitate information and project documents sharing among concerned staff
Assist section heads to prepare, maintain and distribute staff weekly schedules
Provide Orientation the new engineers to documentation system
Sending / receive all transmittals and submittals
Handle, file and archive correspondence and document
Create a data base for submittals & Transmittals in both hard and softcopy
Coordinate duties between project manager and site engineers from different branches
Hand over documents for finished branches to client
Organize drawings, sketches, and project revisions
Prepare and maintain monthly reports
Assist the Managing Director in organizing, preparing, and implementing the overall management responsibility
Screen telephone calls, enquiries and requests, and handle as appropriate
Attend to incoming email, faxes and mail
Handle correspondence, draft letters, and take minutes of meeting
Organize and maintain diaries and schedule appointments
Produce documents, briefing papers, reports and presentations
Organize meetings and ensure that the Managing Director is prepared for meetings with the relevant information and documents
Prepare agendas for board meeting & take minutes of meeting
Arrange travel and accommodation for business trips
Liaise with clients, suppliers and staff
Assure rpoper and regular flow of work and duties in the absence of the Managing Director and delegate work to staff
Attend to telephones and answer to inquiries
Welcome, greet and attend to visitors or clients
Coordinate and maintain records for office equipment, phones and office keys
Setup and coordinate meetings and conference
Maintain and distribute staff weekly schedule of duties and meetings
Support staff in assigned project based tasks
Provide office orientation for new employees
Setup accommodation and welcoming arrangements for company visitors
Perform general clerical duties including faxes, mailing, and filing.
Prepare and monitor budgets and accounts
Control expenditure and cash flow
Prepare reports of annual accounts and budget information for auditors
Control overall capital and revenue budgets for departments
Assure that funding is properly apportioned
Handle creditors' invoices
Review financial records and statements to assure accuracy
Handle correspondence, incoming email, faxes and mail
Type letters in both Arabic & English
Schedule meetings and handle meeting agenda
Take minutes of meetings
Attend to incoming telephone calls
Welcome and greet visitor and clients
Prepare and monitor attendance report for staff