EXECUTIVE SECRETARY/ ADMINISTRATOR
ALFANAR COMPANY
Total years of experience :17 years, 3 Months
Creating SAP Purchase Request, Purchase Order and Service Entry.
Formatting and maintaining the bidding offers / proposals to clients.
Maintaining Petty Cash expenses.
Organizing interviews (KSA and offshore offices) as per schedule.
Preparing Expense Sheets to reimburse petty cash/ business trip invoice payment.
Business Trip (national/international) arrangements Air Ticket & Hotel Booking for Executive Manager and other Staff / Employees.
Arranging outside printings for urgent project submissions.
Preparing official letters and administration letters.
Preparing Daily employee Attendance.
Assigning and maintaining daily duties to Drivers.
Arranging employee’s vacation, clearance, salary cards.
Preparing manual Purchase Request / Comparison Sheet.
Issuing monthly employee salary cheques/ cash.
Initiating IT Tickets/IT Service Orders on company portal.
Maintaining manual archive filing of all types of regular documents.
Supporting to staff with explaining and guiding the Company Policies and procedures.
Maintaining and tracking incoming and outgoing documents.
Maintaining excellent personal and team relations with staff & senior management.
Performing all assigned duties by Executive Operational Manager/Immediate Manager.
Making Commercial Invoices.
Making a Packing List as per the Commercial Invoices.
Handling the L.C documents for bank payment.
Preparing and updating a purchase/ sales order in Oracle Database.
Preparing and updating Retail Quotations in the Oracle Database.
Making monthly billing reports based on purchase orders.
Receiving and Faxing Credit Notes to concern salesman/ department and branches.
Perform routine analysis and calculations in the processing of data for recurring internal reports.
Segregating Credit Notes, Credit Invoices and keeping for backup filing.
Making data sheet PDF files for client’s inquiry.
Making a Telefax massage to Client for material delivery confirmation.
Coordinating with factory personals for material status shipment, stock etc.
Establish and maintaining logs, filing, and recordkeeping systems and ensure that all records are complete, accurate and up-to-date.
Creating and maintaining manual and computerized records and filings.
Daily maintenance of Purchase orders.
Coordinating with Sales Engineer and Managers.
Worked in 2 Major shutdowns as a Unit Coordinator / Planner.
Maintaining Daily Manpower reports for Planning Division.
Coordinating between site employees, supervisors, engineers, and Head office personals.
Preparing and maintaining monthly Attendance and Overtime reports.
Creating and updating weekly M.I.S and Overtime approval reports.
Responsible to clear 147 site employee’s annual leave, emergency leave and resignations applications.
Issuing employee’s leave settlement information time cards for payment.
Maintaining time sheets entry in MAXIMO software.
Arranging manpower as per job or emergency requirement.
Making and updating Daily Mechanical Maintenance Reports for daily meeting.
Scheduling unit wise meeting for Engineers, Team leaders and Supervisors.
Maintaining the employee's leave, resignation and termination details.
Making reports to site supervisors and site engineers according to job progress.
Maintaining all details of site vehicles.
Preparing the job task schedule of the week.
Making or renewing the gate pass of vehicles / employees.
Maintaining and updating daily Planning reports.
Maintaining and sorting daily filings and documents.
Coordinating with Human Resource department for employees personnel problems, salary problem and etc