Administrator
PARSONS BRINCKERHOFF
Total years of experience :29 years, 5 Months
• To provide confidential administrative support to the Project Manager.
• Strong liaison and negotiation skills across all staff and customer levels.
• Accustomed to working under pressure using own initiative, is ambitious and highly motivated having demonstrated the ability to work within a team, liaising with colleagues up to and including senior management levels.
• Manages and maintains the office, including monitoring and ordering stationery needs.
• Manages general correspondence, postage, company documents, statements and reports.
• Manages all financial matters, which include: payables and receivables, journals, daily balancing.
• Monitors staff absence and annual holiday entitlements
Duties:
• Maintain diary
• Organize any entertainment/functions as required
• Catalogue and maintain all presentation material
To provide confidential administrative support to the Site Director, Manager & Administration.
Duties:
• Maintain diary
• Organize any entertainment/functions as required
• Catalogue and maintain all presentation material
• Maintain Management filing system
• Issue agenda, take & distribute minutes of Quarterly Management Meeting
• Maintain the archive management system-allocating box numbers, inputting content listings.
• Maintain spreadsheet for allocated company cars and organise all vehicle servicing, MOTs, road tax, etc as required
• Various ad-hoc Excel based analysis as required
• Co-ordinate Corporate Governance and Power of Attorney requirements
• Assist in the preparation of tender documents & responses to tender enquiries
• Maintain an up-to-date tender status log and enquiry status log.
• Manage a junior Administrative Assistant and delegate appropriate tasks
• Arranging international travel including flights, hotels & complex itineraries
• Arranging a wide range of visas and passport renewals
• Maintain Logbook of all purchase orders for travel, repairs etc
• Liaise & arrange for all external copying of drawings, manuals etc
• Manage office stationary orders
• Handles multiple tasks, with multiple managers, simultaneously to achieve goals.
• Preparation of management reports for review.
• Assist warehouse personnel with administration as required.
• To arrange a meeting of all subcontractor to attend the meeting of saudization with Client (SEC-RPP2)
• Prepare minutes of meeting & collate action evidence for completion of action.
• Translate from English to Arabic & Arabic to English.
General
The duties described herein are intended as a guide only and it should be understood that operational demands necessitate that an employee perform duties not included in the above job description.
Recruitment:
Coordinating with Cross-Functional Departmental Heads for Assessing their Manpower Requirements.
Involved in Recruitment of Middle Level Staff
Completion of all joining formalities
Preparation of Induction Programme Schedules for new joinees.
Training and Development:
Conduct and coordinate training activities as per training calendar to attain training index.
Liaised with civil administration, government officials for smooth conduct of responsibilities.
Training administration and logistics.
Maintaining training records.
MIS:
Coordinating with Regional Office and Head Office for sending the all required information.
Preparing the MIS reports on Daily, weekly and Monthly Basis and sending the reports to Regional Office and Head Office.
Statutory Compliance:
Ensuring compliance with statutory regulations like EPF, Contract Labour, Minimum Wages Act, Workmen’s Compensation Act, etc.
Monitoring timely submission of statutory compliance such as deposit of PF contributions to the authorities, inspection of contract labour records, returns under various acts.
Enforcement of various labour laws as applicable to construction and other industries, obtaining licenses and approvals.
OTHER RESPONSIBILITIES:
Fair exposure to salary and wage administration and implementation of personal policies and benefit system.
Familiar with certification and implementation procedure of ISO 9001-2000,
Familiar with all Administrative Functions
Involved as a core team member in the annual appraisal process of the unit.
Member for various Internal communication forums events organization.
Member of voluntary team for discipline, displays & Housekeeping etc.
Recruitment:
Coordinating with Cross-Functional Departmental Heads for Assessing their Manpower Requirements.
Prepare Job Description & allocation to departments / Projects / Sites.
Grievances & Discipline.
Final Settlement & Separation as per policy
Responsible for recruitment of all the positions and selecting the best suitable candidate.
Issue of offer letter and completion of all joining formalities.
Preparation of Induction Programme Schedules
Preparing confidential documents and contract reports.
Cordial relationship with Union office bearers.
Conducting domestic enquiries, disciplinary action proceedings
Initiatives for direct interface between the customers and the production crew for grievance handling and Quality issues.
Responsible for motivating all employees to meet the goals and objectives of the organization.
Sr. Admin Officer cum Translator
• Reporting to Head - HR & Admin.
• Responsible for visa process with PRO & Team in day to day personal Dept. activities.
• Responsibility for effective management of personnel & office administration activities.
• Responsible for medical, Taxes, Insurance Visa stamping & ERE of the employees.
• Develops and implements administrative and personnel policies and procedures in conjunction with the Office Support Manager.
• Resolves differences.
Disciplinary Actions: Issue charge sheet, show-cause notices, conducting domestic enquiries, suspe-nsions & terminations etc.
• Responsible for lease agreement of guest house / Transportation / Electricity and telephone expenses / & Miscellaneous expenses.
• Implementation of comp-any policies, systems & procedures.
• Handle the all legal cases related to all sites.
• Responsible for implem-entation of Personnel Policies such as Group personnel accident Insurance policy & Project, Equipment & Vehicle policy etc.
To Manage the Transportation of Company owned vehicles and supervising for smooth functioning and resolving issues related to transport, Repair & maintenance and detailing of company owned vehicles for day to day transport requirements of the Company.
Carry out all maintenance requested on time to facilitate a better proper use of all facilities and common areas and schedule individual house keeping services with a view to maintain safe and healthy environment. Participation in periodic walkthrough with HSE staff and paramedic and take a note of points for necessary corrective action.
Maintain logbook register and monitor the movement of people to and from the camp to ensure discipline and prevent any acts of misconduct. Preparing and checking of attendance for staffs. Initiate Disciplinary actions whenever required. Counseling of workmen. Ensure prompt resolution of employee grievances to maintain cordial management-employee relations and achieve dedication by the workers. Looking after various matters relating to staff welfare. Liaisoning with Local Authorities.
Assist Admin Manager & Planning Manager in all admin & cost planning jobs.
To make daily report, weekly report, monthly report.
To make purchase order & quotation inquiry.
To deal with all clients for material & equipments.
To make agreement for all employees.
To arrange all worker/staff accommodation.
Correspondence with agents for visa processing and employees mobilization.
Updating filing systems.
H.R. & ADMINISTRATIVE OFFICER
•To Assist Administrative Manager in all administration Jobs.
•Prepare letters, faxes and E-mail to Agents India, Bangladesh, Nepal, Vietnams etc.
•Prepare Visa Cable Documents.
•Correspondence with agents for visa cable documents and processing and employee mobilization.
•Prepare Monthly salary and send to Headquarter (Korea)
•Prepare manpower requirement report for coming months
•Taking care of all work in the absence of Administrative Manager.
•To arrange all worker accommodat-ion & to make employee master file
•Prepare employment agreement for selected candidates.
•Maintaining proper filling system of incoming & outgoing correspondences.
•To keep all employment agreements.
•To arrange flight schedules for all staff & workers.
•Updating of employees record.
DOCUMENT CO-ORDINATOR
(Importers & Distributors of surgical disposables & Medical Equipments)
•Direct attachment & report to the M.D. (Managing Director) in the filed of Tenders / Quotations.
•Making monthly report towards Tenders/Quotations (Govt. & Private Hospitals) and all sales personnel’s.
•Highly responsible jobs for the above with proper care and confidential basis.
•To make & review proforma invoice & order for all Govt. & Private Hospitals.
•To collect all EMD’s from all lost tenders (Govt. & Private hospitals all over India.
Worked in Human Resources Department with the following duties and responsibilities:
•Prepare letters, faxes and E-mail to Clients and Recruiting Agents in various counties as required.
•Search resumes from Company Resumes Data Bank for on-ward submission to Clients as per their requirement.
•If resume are not available in Data Bank write to recruiting agents to sent suitable resumes or ask for advertise the positions required in News papers.
•Receives CV’s and get evaluated by Head of Departments.
•Prepare Offer Letters for selected candidates.
•Prepare Visa Authorization Requests for Head Office.
•Correspondence with Agents regarding visa processing and candidates mobilization.
•Taking care of all work in the absence of Human Resources Department Manager.
•Beside the above duties also working on Timesheets controlling with the following responsibilities.
•Data Entry for Weekly Timesheets.
•Prepare Management reports on weekly and required basis.
•Check/Verify Overtime worked during the week.
•Prepare Monthly Payroll Data and send to Head office for salary payment.
Worked in Saudconsult on the various Projects for Saudi Aramco. Responsibilities include the followings:
• Prepare weekly expended man-hours, minutes of meeting and time sheets & Bid documents etc.
•Prepare drawing control sheets, scope of work, design package; comments control log / spread sheets and misc. typing works for technical specifications etc.
•Prepare filling system and maintain it for document controlling.
•Logging and meeting the record of all official incoming and out-going mail / correspondence all projects documents etc.
•Dispatching and destrleuting the mail.
•Keeping and distribute the stafuxarly as per requirements.
•Handling of telephone incoming and outgoing call, receive messages and inform to the concerned.
•Typing & filling of quality manual quality procedures and work instructions check lists etc for the project audit programme.
•Operate office machines such as photocopies, fax machine and as well as operating computer machine with using latest software programmes, such as WINDOS 2000, MS Word, MS Excel, MS Access etc.
•Maintenance proper filling of incoming and outgoing correspondences.
•Maintaining Petty Cash account.
•Preparation of incoming account’s balance sheets.
•Preparation of personnel’s salary sheets, benefit etc.
The organization is leading and premier one in the field of Electricity Power Generation in India.
•Drafting of business letters and documents.
•Preparation of suppliers quotation statements.
•Preparation of material requirement statements.
•Maintaining proper filling system of incoming & outgoing correspondences.
• Preparation of monthly project progress report.