Executive Assistant
Marine Master Offshore Services W.L.L.
مجموع سنوات الخبرة :22 years, 9 أشهر
Assist and report directly to BD & Marketing Manager and Contract & Commercial Manager with their daily activities and workflow and in report to the Director.
Screen and monitor incoming/outgoing correspondences and disseminate to concerns personnel/department.
Monitor the incoming mails, faxes and documents of Head Office. Arrange and prepare reports as for Business Dev. & Marketing Departments and Contracts & Commercial.
Review and prepare the tender document, technical and commercial submittals, presentation and quotations.
Handle and responsible in preparation of correspondence, draft letter/memos and communication of matters related with the commercial, contracts, projects and tenders.
Manage flight/travel arrangements, reservation and maintain calendars, schedule and meetings agendas of Department Heads.
Serve as Document Controller and coordinate all activities related to the Document Control procedure, for commercial, contracts, variations, technical documents, drawings, and commercial correspondence.
Review, prepare and monitor the contracts and tender reporting, including tracking and following up status.
Maintain the filling records (including electronic filling) of all commercial contracts/addendums/tenders and ensure that all information are logged and updated.
Take minutes of meeting and attends management meeting as needed.
Carry out and perform other related duties as required.
Assisted and reported directly to the Managing Director and Deputy General Manager.
Organized the flow of incoming and outgoing correspondences and disseminated to concerns personnel and Department.
Prepared and arranged tender, quotations, presentation of documents, material submittals and technical documents in related to projects.
Prepared reports, drafted letters, memos and office communications.
Dealt with incoming mails, faxes and correspondent of Head Office.
Served as liaison between the Project Managers, Engineers and Staff as per directive instruction & assigned tasks by the MD & DGM.
Coordinated and handled correspondences related to HR, Accounts Dept. and Procurement.
Coordinated and monitored Secretary at project site offices.
Managed flight/travel arrangement, hotel reservation, and maintained executive calendars, schedule and meetings agendas of MD, DGM & Finance & Admin Manager.
Organized and maintained files and office libraries of books, papers and digital filing of records including confidential documents and related material.
Coordinated all activities related to the Document Control procedure, including contracts, variations, technical documents, drawings, and commercial correspondence.
Ensured all received documents has controlled copies of latest approved documents/drawings were given to the appropriate department, project site and staff applicable.
Generated the various document control reports as required and maintained the files and register/control logs ensuring all details were updated by contracts/projects.
Maintained the documents in safe custody and updated the master records of all approved documents including drawings and its distribution.
Maintained inventory of office supplies and stationary.
Attended executive meetings and represented the company in behalf of the MD or DGM as required.
Carried out and performed other related duties as deemed required.
- Act as Administrator Officer.
- Directly reporting with the CEO.
- Responsible and handle all the office works (both administrative and accounting)
- Manage entire office task.
- Handling recruitment and management of all the employees
-Assist all the engineers and manager in preparation of their needs.
- Perform Accounting task, responsible and execute all the accounting matters. (Including payroll and general accounting)
-Working and coordinating with Clients directly.
-Carry out other duties and responsibilities as assigned by the CEO.
1. Directly reporting with the Rooms Division Director.
2.Receive all documents and phone calls of the Rooms Director
3. Responsible in coordinating all the tasks and information given by Rooms Director to all the section of Rooms Division.
4 .Prepares schedules, memos and all correspondence needed by the Rooms Director and the Division.
5. Establishes service standards and procedures. Ensures strictly adherence to those standards.
6. Supervise all Reception and in charge of handling all the Front Office operation.
7. Responsible with the Spa & Lodge members with their room night entitlements and handling member’s concerns.
8.Coaches and trains all Front Office staff and evaluate performance of staff, recommend promotion, gives corresponding disciplinary action, and prepare additional training.
9.Carry out any other duties and responsibilities as assigned by the Rooms Director.
10. Daily responsibilities are typing, taking of meeting minutes, preparation of reports, answering phone calls, liaising with other departments, maintaining the office filing system.
1. Directly reporting to the General Manager and Assistant General Manager.
2. Daily responsibilities are typing, taking of minutes of the meeting, preparation of reports, answering phone calls, maintaining the office filing system.
3. Responsible and supervise the duties and responsibilities of the executive office staff.
4. Coordinates directly with Departments Head as when certain matters need an immediate attention.
5. Handling members and guest complaints.
6. Monitor and supervise approval of members unaccompanied guest.
7. Responsible in all incoming and outgoing documents and prepare schedule of meetings and appointments of the Asst. General Manager.
December 2002 - May 2003: Executive Office - Clerk
(promotion)
1. Assisting the Executive Secretary in preparation in all they needs.
2. Responsible in all incoming and outgoing fax, answers phone calls and inquiries.
3. Arrange and handling inquiries for the quest card request of the members
4. Responsible with the releasing of the guest card.
1. Assist in Recruitment, Screening and evaluating applicants
2.Monitor and coordinate with the Department Heads regarding the Staff Request and employees concern.
3. Prepares Staff Status Report for transferred, promoted or reclassified employees.
4. Safekeeping, updating and inventories of employees 201 files and records. 5. Sorting and filling of documents, prepare employment certificate, routing all outgoing memo
6. Issuance and monitoring of Performance Appraisal of all employees and releasing of Exit Clearance and Final Payment for all separated employees. 7. Updating Masterlist of all employees.
1. Answer and connect calls of all subscribers.