Sir Administration Specialist
Wood Al-Hejailan
Total years of experience :11 years, 7 Months
- Provide general administrative/clerical support to the intelligent operations group.
- Organize travel and accommodation for staff and other external contacts; arrange
purchase orders, cheque requests.
- Create and modify documents using Microsoft Office suite.
- Schedule and attend meetings, create agendas and take minutes.
- Coordinate data on project and proposal activity.
- Organize department team building events, as required.
- Maintain confidential records and files.
- Receive and direct visitors and clients.
- Any other ad-hoc duties, requests, as required.
Provide assistance with in basic HR & Admin tasks where requested and perform other related.
Answer phone calls, gives answers to routine questions or takes messages, and redirect them when necessary. Receive the visitors and refers other matters to appropriate personnel.
Creates and maintains filing systems, records, and indices, including files of a confidential nature, keeps reference files.
Arranges business trip, annual leave, and regular leave, etc. for the team, and provide the expense report if required.
Maintains office supplies as necessary.
Perform a variety of clerical duties such as typing, copying & compiling data, maintaining & filing records and reports, and handling paperwork.
Manage the daily/weekly/monthly agenda and arrange new meetings and appointments.
File and update contact information of employees, customers, suppliers.
- Prepare GRO reports (GRO weekly report, Camp & accommodation monthly report, & Hotel monthly report).
- Process new & renew Aramco ID for more than 2, 500 employees.
- Maintain and update GRO databases.
- Process new & renew Aramco stickers for company cars up to 50.
- Using SAP system / Aramco System.
- Maintain the Aramco ID & register, update the Aramco ID information (Issue date, Expiration date) on company system.
- Update the Aramco sticker’s information on the company system.
- Prepare GRO, Camp, accommodation, & Aramco (ID, Sticker) request letter.
- Arranges and prepares all necessary documents, copies, and planning to any related transactions for Aramco and completed in a timely and appropriate manner.
- Update and renew medical insurance policies.
- Processing medical insurance employee needs ( add new medical insurance, remove from medical insurance company list, claim)
Advise on and implement the set of HR policies and procedures of the company.
Prepare and maintain employee’s personnel files.
Coordinating with Finance regarding new employees and ex- employees.
Update and renew medical insurance policies.
Send alerts on employee’s inclusions or exclusions from policies.
Close tracking of employees leave entitlements and ticket entitlements.
Ensure recruitment compliance to the KSA labor law.
Coordinate with the public relations representative for the company to process multi government documents: (Iqamas, reentry visa, visit visa, renewal Co. CR, and SAGIA) and maintain Local Government Relations.
Work on muqeem system.
Work on GOSI system.
Following up the governmental pursuer for all issues related to new employees official works (work visa).
Monitor and achieve the required percentage of Saudi Nationals.
Plan & ensure the procedures for recruitment of projects workforce as per HR budget.
Review and process monthly timesheets & time exceptions, vacation day’s utilization & entitlement, termination.
Use & update Human Resources Information Systems and handles HR Reporting & monitoring.
Handle transactions of resigning or terminated employees, conducting exit interviews to identify reasons for employees terminated or who are leaving the job in order to analyze them and prepare required documentation.
Identifying staff vacancies in order to set up the proper plan for recruitment.
Screening CV’s based on predefined criteria given by upper management
Calling candidates and arranging interviews with them.
Communication and coordination with new candidates regarding terms of employments and then steps for travel and joining.
Before arrival of the new employee following up his visa, temporary accommodation and transportation up on arrival.
Shortlisting and filing CV’s for future uses.
Share knowledge with the HR staff on all HR issues.
Coordinate with employees and other staff regarding their entitlements.
Maintain and update HR data bases.
Perform specific research/investigation into operational issues, as requested.
Prepare all kind of salary and employment certificates requested from the employees.
Book tickets for the employees whether for business trips or personal.
Responsible for the company's circular for any kind of new policy, promotion and National Holidays.
Processing contracts, & Job offers with management.
Employee performance evaluation.
Secretary to the General Manager.
Prepare monthly report of the factory.
Managing appointments and answering email & calls of the general manager.
Time management & conference room, & Conference Calls.
Prepare the meeting notes.
Co-ordinate work with Account Dept.
Review monthly outgoing calls and STC bills.
Prepare and maintain employees’ personnel files through electronic system of company.
Maintain and update HR & Administration databases through electronic system of the company. 5S Auditor.
Reception in Iqama section.
Prepare the medical report to Jawazat (Iqama medical).
Oopen new file for new patients.
Receive patients.
Attend incoming calls.
Manage the general reception of the hospital.
Insurance Medical Office (background in medical approvals).
Open new file for new patients.
Receive patients.
Co-ordinate work with Account Dept.
Attend incoming calls.
