ADMIN CUM SECRETARY
al injazat technical services
Total years of experience :21 years, 4 Months
Perform responsible professional/administrative work coordinating functions and executing tasks within Human Resources.
Provide administrative support in the preparation of salary/employment certificate, job offer, memos, correspondence, reports, schedules, confidential materials and various employee issues.
Arrange flight reservations, hotel bookings and visa requests for Managers & staff in coordination with travel agencies.
Obtaining Job descriptions for the positions available within the organization.
Advertising the vacant positions in different portals.
Screening of all the applicants resumes being sent to the HR/GM or Department Heads and maintaining data base.
Arrange interview schedules with the required department leads for the new candidates in the pipeline.
Assist staff on all possible HR concerns within the organization.
Liaise with Manpower agencies for required additional manpower in the company.
Arrange drivers for sending/collection of documents as well as pick up/sending off of workers/staff to the airport.
Arrange/coordinate leave request, arrival and bed allocation of workers with the camp management.
Arrange employees training in accordance with ISO & company policy.
Perform responsible professional/administrative work coordinating functions and executing tasks within Human Resources.
Provide administrative support in the preparation of salary/employment certificate, job offer, memos, correspondence, reports, schedules, confidential materials and various employee issues.
Arrange flight reservations, hotel bookings and visa requests for Managers & staff in coordination with travel agencies.
Obtaining Job descriptions for the positions available within the organization.
Advertising the vacant positions in different portals.
Screening of all the applicants resumes being sent to the HR/GM or Department Heads and maintaining data base.
Arrange interview schedules with the required department leads for the new candidates in the pipeline.
Assist staff on all possible HR concerns within the organization.
Liaise with Manpower agencies for required additional manpower in the company.
Arrange drivers for sending/collection of documents as well as pick up/sending off of workers/staff to the airport.
Arrange/coordinate leave request, arrival and bed allocation of workers with the camp management.
Arrange employees training in accordance with ISO & company policy.
Reporting to Technical Manager for projects/tender/contracts related issue.
Coordinate with Technical Manager, Construction Manager, and Project’s Manager & Project Engineers for all projects related documents (Drawing & Material Submittal, Customer complains report, etc...)
Maintains the record of Tender Documents (Inquiry, submitted quote, RFI, Supplier’s quote, tender log sheet, etc...)
Retain and be able to retrieve all correspondence, reports, drawings, sketches, instructions, minutes of meetings, submittals, requests-for-information, material inspection request, method statement, risk assessment, material & drawing register, payment requests, variations and all project documents.
Control all Incoming and Outgoing Drawings / Documents and other Technical Reports. Ensure timely issuance & distribution of all the Drawings / Documents with correct revisions to all parties.
Prepare and update Company’s Pre-qualification document and Company Profile.
Prepares B.O.Q (for projects & tender dept.) under the supervision of Technical Manager.
Preparing variations/additional works for a certain project if necessary.
Preparing quotations as required to be submitted for a new possible project/tender in the absence of Technical Manager.
Preparing letter of intents to be submitted to suppliers for the materials needed in a specific project.
Preparing Sub-contract agreements for supplier.
Monitors and updates the Asst. General Manager’s daily calendar of activities.
Maintaining the records of ISO.
Update & maintain project’s drawing & material log sheet.
Liaise with Main Contractor’s for all RFI’s/clarifications for tendering dept.
Create and maintain Electronic databases in accordance with departmental business needs.
Receives incoming correspondences from Consultants & Main Contractors, arranges reproduction and distribution of these correspondences to the concerned Engineers.
Updates incoming and outgoing correspondences registers.
Receives Consultant commented submittals (materials/drawings) and forward these documents to the General Manager, Asst. General Manager and Projects Manager for necessary action.
Preparing Transmittals and transmitting the Documents, Drawings and other Technical reports
• Control all Incoming and Outgoing Drawings / Documents and other Technical Reports. Ensure timely issuance & distribution of all the Drawings / Documents with correct revisions to all parties as detailed in the distribution matrix contained in the project procedures.
Distribute Documents and Drawings to a required department
Responsible in providing a well-organized and user friendly filing system for all project correspondences (soft & hard copy).
Answer Telephones and give information to callers, take messages and transfer calls to appropriate individual.
Greet visitors and callers, handle their inquiries and direct them to appropriate persons according to their needs.
Locate and attach appropriate files to incoming correspondence requiring replies.
Conduct searches to find needed information, using such sources as the internet.
Learn to operate new office technologies as they are developed and implemented.
Generating letters in reply to inquiries including information dissemination, circulars & notices.
Monitors and updates the General Manager’s daily calendar of activities.
Provides general administrative support and clerical support to the General Manager/Owner.
Responsible in hotel and airline bookings for the General Manager’s/Owner’s international business or personal trip.
Coordinate reservations/ bookings for hotels and restaurants.
Prepares all e-mails, faxes, internal memos and correspondences.
Prepare reports, meeting minutes and schedules to ensure accuracy and efficiency.
Answer Telephones and give information to callers, take messages and transfer calls to appropriate individual.
Greet visitors and callers, handle their inquiries and direct them to appropriate persons according to their needs.
Locate and attach appropriate files to incoming correspondence requiring replies.
Conduct searches to find needed information, using such sources as the internet.
Learn to operate new office technologies as they are developed and implemented.
Generating letters in reply to inquiries including information dissemination, circulars & notices.
Assist the HR Manager in registration and pre-qualification of the company in various Government Agencies.
Prepares offer letter & memos.
Undertake and manage departmental administration including the coordination of subordinate secretarial/clerical and data processing activities.
Supervise/conduct other clerical staff and provide training and orientation to new staff.
Preserve proper records and filling system of each staff.
Assisted HR Manager in preparing HR policies and implementation.
Updates records of the new staff, staff on leave and duty resumption, etc…
Updates EPRO program.
Preparing quotations
- Answer Telephones and give information to callers, take messages and transfer calls to appropriate individual.
Greet visitors and callers, handle their inquiries and direct them to appropriate persons according to their needs.
Locate and attach appropriate files to incoming correspondence requiring replies.
Conduct searches to find needed information, using such sources as the internet.
Learn to operate new office technologies as they are developed and implemented.
Generating letters in reply to inquiries including information dissemination, circulars & notices.
Encodes documents and verifies the applications for etisalat sim cards.
Scanning the barcodes, totalling bills, receiving payments, handling back customer receipts and change, filling out charge forms on processing store credit card application and handling returns and exchange.
Assures that each customer receives outstanding service by providing a friendly environment, which includes greeting and acknowledging every customer, maintaining outstanding standards and solid product knowledge.
Maintain an awareness of all promotions and advertisements and communicate customer requests to management.
Any other tasks as assigned from time to time by the check out supervisor and manager
Responsible to control and manage stocks, including non- movement and slow movement of stocks in a designated area/branch store.
Monitors the weekly/monthly sales in a designated area/branch store.
Give advice to the customer regarding the usage, benefits, advantage and disadvantage of the product.
Makes and accept orders, records daily sales and monthly inventory.
Help maintain the service standard and increase the unit sales through up selling and suggestive selling.
Answer Telephones and give information to callers, take messages and transfer calls to appropriate individual.
Greet visitors and callers, handle their inquiries and direct them to appropriate persons according to their needs.
Locate and attach appropriate files to incoming correspondence requiring replies.
Conduct searches to find needed information, using such sources as the internet.
Learn to operate new office technologies as they are developed and implemented.
Generating letters in reply to inquiries including information dissemination, circulars & notices.