Executive Secretary ( Process Engineering Dept)
Rabigh Refining & Petrochemical Company (Petro Rabigh)
Total years of experience :23 years, 11 Months
• Maintains administrative workflow by studying methods; implementing cost reductions; developing reporting procedures.
• Creates and revises systems and procedures by analyzing operating practices; studying utilization of micro-computer and software technologies; evaluating personnel and technological requirements; implementing changes.
• Develops administrative staff by providing information, educational opportunities, and coaching.
• Resolves administrative problems by analyzing information; identifying and communication solutions.
• Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
• Maintains suggestion system by directing and controlling administrative technical aspects in accordance with management directives.
• Provides information by answering questions and requests.
• Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Guides employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines; communicating developments to management.
• Completes administrative projects by identifying and implementing new technology and resources; redesigning systems; recommending re-deployment of designated resources.
• Accomplishes department and organization mission by completing related results as needed.
A project coordinator works underneath a manager to assist and support specific teams on a project. The coordinator ensures that no resources are being allocated to unnecessary tasks and that all aspects of the project are completed as quickly as is safely possible. Because of this, a large amount of communication and scheduling across all teams is required. Project coordinators usually have extensive experience as team leaders or have a background in management.
Project coordinator is expected to multitask throughout much of the day. Their key duties include:
Attending corporate HR meetings.
Coordinating meetings
Creating a project management calendar
Developing project strategies
Administrative duties
Implementation of System at Site
Procurement Logistic Coodinator
- Responsible for maintaining a record of all outstanding purchase orders with external vendors.
- Arranges transportation and forwarding services for all orders to ensure material is delivered as per schedule.
- Expedites all critical orders with local subcontract vendors.
- Reviews expediting schedules on all customer orders. Obtains and forwards information to planning and sales teams.
- Responsible for all duty customs sales and tax functions, including certification and verification, drawback, and compliance with governmental agencies.
- Coordinates imports and exports.
- Reviews freight rates: air, courier, and land.
- Liaises with custom brokers for updated reporting procedures and valuations.
Responsibilities in Cargo Service
Approving time sheets for delivery,
Signing payment vouchers
Monitoring cargo movement through the tracking system
Issuing fuel cards to drivers
Developing new duty rosters for drivers
Scheduling maintenance charts for all vehicles
Radio communication with control room to report progress
Fitting defective parts of vehicles
Writing difficulty reports on all vehicles
Scheduling repairs and test drives for vehicles
Handling inventory
Delivery of vehicles.
LOGISTIC SECTION
Material Purchase / Follow-ups
To summarize Purchase Requests for all Sites, viz:
Airports Projects Group I (Taif, Al-Baha, Yanbo, Rabigh Airports and GACA HQ Jeddah site)
Airports Projects Group III (ARAR, Guriyat, Al Jouf, Rafah and Turaif Airports Sites)
Airports Projects Group V (Abha, , Bisha, Gizan, Najran and Shorourah Airports Sites)
MOI (Ministry of Interior) Projects at Dhahban, Dhammam, Riyaadh, Qaseem and Abha sites.
King Faisal Research Specialist Hospital - Jeddah.
To review PRs as per approved 3 months consumption.
To sort out and categorize PRs with Reimbursable and Consumable status.
To solve related queries of all sites users, through Network.
Store room assignment of sites.
Coordinate with Procurement Dept to ensure timely material delivery and dispatch to respective sites.
Critical PRs follow up fortnightly every 15 days and submit related comprehensive report to Material Department.
Reimbursable Section:
From the initial stage of raising such material request, I have to strictly follow a certain procedure implemented by the client (GACA) and our Co., as follows:
Material Request Reimbursable item (MRRI)
Emergency Material Request Approval (EMRA)
Material Request Approval (MRA)
Material Receiving Report (MRR)
Material Withdrawal approval (MWA)
Store Issue Voucher (SIV)
Invoices Submit to GACA for Reimbursement.
To maintain separate record of Sites and SSCL Reimbursable material that involves huge amounts.
MAINTENANCE MANAGEMENT SYSTEM (CMMS)
The Computerized Maintenance Management System (CMMS) of the Company which incorporates Maximo Software has been implemented at 24 Regional and Domestic Airports sites in the Kingdom of Saudi Arabia for Maintenance Management. The Contractor is required to adopt the procedures in accordance with sound engineering practices and follow the safety practices similar to those established by Occupational Safety Hazard Administration (OHSA) and Federal Administration Aviation (FAA) of U.S.A.
Work Order:
PM Work Orders (PM), Corrective Maintenance Work Orders (CM), Deficiencies (DEF) Work Orders, Client Requests (CR) Work Orders, Operational Activities (OP) Work Order, Material Direct Issue & Transfers (MI) Work Order.
Work Order Tracking >> Quick Reporting >> Work Requests >>
Supervisor Work Request >> MDITF Application >> Superintendent Work Request
Purchasing:
Purchase Requisitions >>Purchase Order >> Receiving >> Invoice >>
Purchase Requisitions Stock >> Service Requisitions
Inventory:
Inventory >> Item Master >> Store Rooms >> Issues & Transfers >>WCC Eng(s) Inventory
Responsibilities:
Compile Stocks & Sales Statement, (Monthly, Quarterly and Annual basis)
Compile Ex-Factory Stocks & Sales Statement (Monthly, Quarterly and Annual basis)
Compile following Stocks & Sales Statement (Monthly, Quarterly and Yearly on each Distributor basis)
Bricks >>Territory >> Region >> Zone and Country basis.
Compile Statement of Incentives on Quarterly basis for Field Force ( 350) personnel for:
Territory Managers >> Regional Field Managers >> Sales Managers
Correspondence in English language with All Field Force Units
Formats design according to Sales for Distributor’s Stocks 7 Weeks inventory at the month end.
Presentations of Sales (Comparison with Last Year) on Annual Sales Conferences.
HOLD PART II - 2 PAPERS
-
PARTICIPATE IN COLLEGE COMPETITIONS
Science Education with A Grade