Administration Assistant
QatarEnergy LNG
Total years of experience :15 years, 5 Months
Register the receipt of documents from both internal and external sources.
• Provide administration support for the smooth functioning on daily basis, for the team and handling a
wide variety of situations and tasks involving the clerical and administrative functions of the office.
• Handle confidential and sensitive issues involving continual inter-departmental relations.
• Represents the team through correspondence, telephone and personal contact.
• Categorize and maintain manuals, invoices, manage and co-ordinate travel needs and other source data.
• Check for accuracy and editing letters.
• Document controlling and data entry for documents while keeping soft copies in SAP system and
maintain hard copies in an organized filing system.
• Prepare charts and compile reports as needed and ensure that all files are completed and properly
maintained.
• Create templates for future use.
• Check stock to determine inventory levels and maintain office supply products.
• Perform advanced and diversified administration and secretarial support.
Greeter/
Daily record keeping with electronic and hard copy filing of documents.
• Prepare lists containing all the court cases of each week in advance and maintain copies of documents
that are going to be submitted to the court.
• Maintain attorney calendar by planning and scheduling conferences, teleconferences, meetings mand
maintain minutes of meetings.
• Record and monitor court appearance dates, pleadings, and filing requirements; monitor evidence-
gathering; anticipate changes in litigation or transaction preparation requirements.
• Assist all paralegals /Associates/senior associate and lawyers of the department in preparing memos,
legal briefs, court subpoenas, filling documents, preparing tables and other administration requirements.
• Generates revenues by documenting and inputting attorney billable time and reimbursable expenses,
preparing invoices, tracking payments.
• prepare and edit correspondence, minutes of meeting, letters, memos, presentations and spreadsheets.
• Keep records up to date, type up legal documents, answer the phone, organize the dairies, perform legal
research, make appointments with clients.
• Schedule and arrange travel and hotel reservations for meetings, conferences, and seminars.
• Monitor Partners and senior Lawyers emails correspondences and reply accordingly.
• Deliver optimal administrative, customer service and case management support.
Purchase &
Draft/prepare memos, letters, periodical reports, objectives, divisional activities, minutes of meetings,
and correspondences in Arabic an English and follow
• Prepare forms such as promotions, staff transfer, manpower requisition, duty roster and others.
• Prepare, maintain and update personal files and all correspondences and documents in EDMS software
and filing systems, in a classified and chronological sequence.
• Receive and prepare all type of leave applications (split, annual, unpaid, compassionate and others),
annual leave plans, follow up for staff medical claims forms and follow up with insurance companies in
addition of preparing absenteeism report forms, process them accordingly and forward them to HR
department for final approval.
• Receive-timesheet forms (internal system use to enter total days worked/overtime hours in each month)
for all staff, check the accuracy and forward them to divisions for approval and then to finance
department for process.
• Arrange security passes for staff, contractors and suppliers for industrial locations (Mesaieed, Raslaffan,
Dukhan) and follow up with security staff in the mentioned locations as required.
• Request Office supplies, prepare budget status for the furniture requirements and requests to general
services housing department.
• Maintain communications with human resources, finance, general services, telecommunication, r, public
relations, HSE & IT departments to follow up and to settle issues or to resolve problems within the
administration area.
• Arrange conference rooms booking.
• Regular update telephone directly.
• Receive, register, track, retrieve and archive purchase order files., update and backup database records
in MS Access. Establish document control procedures and maintain the physical files in a numerical order.
• Receive CVs from recruitment division distribution to the divisions, arrange interviews and liaison with
recruitment and necessarily follow up until the candidate joins.
• Prepare medical, QID and insurance cards request forms for new joiners.
• Arrange hiring of temporary casual staff, arrange their monthly payments and advise the concerned
divisions about extension termination of the contracts.
• Assist the division head to coordinate and consolidate comments of other division heads on new
procedures and provide administration assistance to administration supervision, the division head on
their day to day activities.
Data entry of the customers new opened accounts in the system and scanning signatures.
• Perform activities on the customers bank accounts in the system as per the customers’ requests such as
blocking of ATM cards, statement enquiry, issuing cheque book, apply standing orders and other
services. Amending customers' existing information in the system.
• Perform clerical and administrative duties for the department.
• Build customers interest in the services and products offered by the bank.
• Follow up with Loan, HR, IT departments and when required.
• Completed month-end and year-end closings, kept records audit-ready and monitored timely recording
of accounting transactions.
• Document controlling and archiving.
Guide the customers on the process of applying for Dlala holding company IPO project and completing
the application forms.
• Data entry of the application in the system and finalize payments and deducts from bank accounts.
• Verify the information in the system, scan and archive application forms
Basic banking 1- 4