Administration Secretary
Hassan Abul Company
مجموع سنوات الخبرة :17 years, 9 أشهر
Job Profile:
• Responsible for managing the schedules and communications of key company executives.
• Prioritizing emails and phone calls and gathering the documents to prepare for meetings and
coordinating with the arrangements.
• Providing administrative assistance, such as writing and editing e-mails, drafting memos and
preparing communications on the executive’s behalf.
• Maintaining comprehensive and accurate records.
• Achieve, control, and retrieve records as and when needed.
• Organizing meetings, including scheduling, sending reminders when necessary.
• Answering phone calls in a polite and professional manner.
• Welcoming visitors and identifying the purpose of their visit before directing them to the
appropriate departments.
• Managing the executive’s calendar, including making appointments and prioritizing the most
sensitive matters.
• Acting as the point of contact between the executives and internal or external colleagues.
• Handling correspondence directed to managers.
• Taking dictation and minutes and writing them up subsequently.
• Producing reports and presentations by collecting and analyzing information.
• Maintaining the current filing system and database system, and looking forways to improve current
systems.
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• Complete projects by assigning wok to clerical staff and following up on results.
• Provides historical reference by developing and utilizing filing and retrieval systems and recording
meeting discussions.
• Able to work with sensitive information in a professional and confidential manner.
• Communicate with other organizational units or external institutions to receive or deliver
information, documents as required.
• Maintain office supplies inventory by checking stock to determine inventory level, anticipating
needed supplies and verifying receipt of supplies.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Follow the company standard operating procedures for submission of all the documents to the
concerned persons.
• Determine matters of top priority and handle accordingly.
• Works closely and effectively with the Administrative team to keep them well informed of
upcoming commitments and responsibilities, following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization, and manages
a variety of special projects for the Administrative Team.
• Generate the various reports as required.
• Follow up with Accounts Department for Monthly Cost Reports of all projects and distributing
accordingly to the respected Projects/Departments/Divisions.
• Acquiring list of Subcontracts required on all Projects/site & accordingly forwarding to the
responsible Dept. for finalizing the Subcontracts
• Processing of Subcontractors Payment Recommendation to Accounts upon securing all necessary
approvals.
• Store & maintain company documents in both electronic and physical forms.
• Keep records of project details, meeting minutes, technical specifications, drawings and commercial
correspondence.
• Makes sure that the controlled copies of the approved documents and drawings are given to the
appropriate staff, subcontractors and suppliers as applicable.
• Maintain the files and control logs as required by the project.
• Work with project teams to plan for final handover of electronic documents and data to the
respective Sites/Offices.
• Control, coordinate and supervise the issue and recording of drawings and documents produce by
designers, subcontractors and other third parties for our design and construct projects.
• Maintains updated records of all the approved documents and drawings in the Document Archive
and the File Server with easy traceability.
• Coordinates special projects and events, office activities and committee.
• Able to search information and solutions from internet.
Provide administrative and clerical support to departments or individuals.
• Management of incoming and outgoing mail, faxes, office management.
• Answer telephones and give information to caller, take messages or transfer calls to appropriate
individuals.
• Type routine correspondence and report from dictation or handwritten copy using personal
computer.
• Pick up and delivers materials as required.
• Confirm delivery of documents to proper personnel.
• Coordinates special projects and events, office activities and committee meetings.
• Maintains calendar, schedules appointments and meeting rooms.
• Handling the filing Systems and Correspondence.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons
according to their needs.
• Ordering and maintaining stationery and equipment.
• Organizing and storing paperwork, documents and computer-based information.
• Using a variety of software packages, such as MS-Word, Excel, PowerPoint, Access and Outlook etc.
to produce correspondence and documents and maintain presentations, records, spreadsheets and
databases.
• Operate office equipment’s such as fax, photocopier, and scanner.
• Relay directives, instructions and assignment to the executives.
• Maintain hard copy and electronic filing system.
• Uses personal computer to prepare forms, table and charts.
• Completes various request forms for office supplies and equipment as directed.
• Prepare company reports / documentation as directed by the office.
• Perform additional duties / assignments as directed.