Projects Coordinator
Vectrus
Total years of experience :16 years, 1 Months
• Under the supervision of the Public Works Manager, responsible for the day-to-day operational oversight of all LOGCAP-V Program functions of Projects. Maintains a functional awareness of all PWS areas and assists the Maintenance Team with the development and implementation of common work processes and procedures. Assists with the management of functional objectives through coordination with Functional Area Managers and team members. Coordinate with managers and supervisors along with vendors to ensure project order tasks timely done. Possesses considerable autonomy in executing projects for site/program. Develops, implements, and applies effective and efficient management control procedures. Supports detailed planning efforts, technical support, Building Inspection/Inventory reports, tracking/creating SOW (Statement of Work), BOM (Bill of Manpower& Materials), PWOs (Project Work Order), Technical Evaluations based on Vendor’s technical proposals, schedule & scope, QC/HSE Plan, LOTD, CTR Past Performance in CPAR and assists with monitoring contractual performance. Updating Share Point trackers, ProjApp, Maximo, create PERSTAT and other project related documents on regular basis.
To manage/responsible for accommodation & catering facility, attendance at site. Ferry boat/helicopter booking and all Personnel Travel Requests to ADNOC Offshore Traffic Dept. on regular basis. To ensure stationary/pantry/housekeeping items on site as required. Update all activities in the System for records and attendance, personal files, training enrollment, rotation leave and unpaid leave. To manage mobilization of employees at site as per planning. To arrange different Third Party trainings & certifications as required. Maintaining petty cash and cash advances on site. Responsible for timely arranging of site drinking water, ice, ORS etc. Different employee requests & concerns having discussed/addressed. CVs short listing/screening according to the requirement of site plan and forward to Recruitment dept. for further process. Coordinating project meetings in regular intervals. To track scope of work (SOW), proposals, costs, plan, schedule and performance as required supporting Engineering/Technical staff. Responsible for all files/correspondence related with Contractor/Sub-contractor/Vendors. To manage demobilization of workmen depends on site plan& activities. New employee joining formalities, orientation, medical test and to coordinate for CICPA Pass (Oil Pass), EID, Safety& other department induction etc.
Achievements:
Successfully coordinated the implementation of people-related services, policies, and programs in the Artificial Island (Umm Al-Anbar) Sulfate Reduction Plant project. Collaborate with the HO to champion and accelerate a culture of excellence in which people feel engaged or inspired to deliver top project results in offshore environment. Identify HR intervention needs, create suitable programs, and focus on business restructuring in the initial project stage as largely required.
Spearheaded 3 work hubs in the Island and 4 client locations/oil platforms where the offshore employees were delegated in the sea; provide guidance and inputs such as to develop organizational design, individual role design, workforce planning, and extend complete admin services & functional support.
• Update employee file register like work permit, contract, civil id, medical, insurance, PCC, Bank A/c, OT hours, termination dates etc. thru e-filing. To coordinate with HSE for safety induction of new arrivals with the contractor. To ensure to register attendance of each worker in Solar Gest software as per role and contract obligations. To provide any assistance to accidental issues of workmen coordinating with safety dept. To manage and coordinate for all transportation for the staff and workmen. To manage catering and camp accommodation by communicating with care taker and contractor. To manage demobilization of workmen at the end of project this includes making necessary arrangements for a smooth disengagement of worker from site as per plan. To act as check-point between employees and Spanish management for all matters in times.
Achievements:
Proud to serve as a trusted partner to senior client leaders and spearheaded the Solar Project of 50 MW. Provided strategic and operational excellence by translating business strategy and requirements into value-adding approaches to workforce planning, change management, budget, and operational efficiency in different times.
By implementing a work strategy to associate a cluster of technicians for each panel, thereby increased manpower output & achieved fast production gradually.
Organized incentive pay for workmen to stimulate greater output aimed at achieving daily target of panel fixing.
• To provide an interface between the head office and the project site administration. Responsible for all matters related to the administration of the project. Coordinate in preparation of procedures, service requests, transmittals and submission to the concerned departments, preparation of change order invoice and CV submission, necessary reports to be submitted to the clients/head office. Maintaining of petty cash for site activities. Correspondence for the projects. Responsible for personnel management, time office, logistics, and document controlling. Overall welfare of employees including camp facilities, initiation of various employee forms, coordination of vacation, resignation/ termination etc. Responsible for coordination of various approvals as per the requirement of personnel (key personnel, HSE personnel, PTW holders), subcontractors etc. Make sure that an overall discipline/decorum is always maintained in the project including attendance, obedience, punctuality, behavior etc.
Achievements:
Played a fundamental part in the development and delivery of a people strategy for the fast track construction engineering project that is focused on culture and transformational change in Kuwait Oil Company North projects.
Shortened attrition rates consistently and reported on staffing, retention, and other necessary data to department leadership. Recommended programs and enhancements as necessary to HO.
Acted as HR Project Lead for any small/large-scale organizational changes and mergers and acquisitions.
• Evaluate HRS available manpower requirement and carry out scheduling as required for both EAS (Etihad Airways Service) & Non- EAS (other clients). Ensuring to maintain highest service quality standards and matching the required skill sets in co-ordination with the Timekeepers. Strive to optimize the utilization of the manpower to minimize idling. Handle the overall deployment of manpower (1150 both blue& white collar) from the camp to minimize absenteeism, false medicals and late reporting to work. CV sourcing, screening & forward to Recruitment for manual workmen staffing. Employee disputes, conflicts, alcoholism, man-handling and other such offences dealt with appropriate decisions by pro-active actions of basic counseling and issue warning/suspension letter if needed. Plan proper transportation schedules for pick and drop of manpower from various sites coordinated to ensure cost savings. Liaise with Transport foreman to ensure fleet is properly maintained up to company standards. To generate MIS reports as maybe required on daily, weekly, monthly basis. Monitor and manage sufficient stock items of PPE with the assistance of the storekeeper. Responsible for leading a team of 16 Admin staff (1-Junior Executive, 2-Site Supervisors, 6-Timekeepers include Chief Timekeeper, 3-Transport foremen, 2-Camp Bosses, 1-Store keeper). Done other tasks as maybe assigned on daily basis.
Achievements:
MPU (Man Power Utilization) target put up by the management by limiting less than 2% absenteeism daily effectively achieved by hard-working team effort.
Large extents of involving vehicle accidents due to negligence were able to be controlled by strict driving/road safety guidelines to the drivers.
Accomplished effective cost control such as reduced vehicle fuel bills, initiated fuel card system, in-house expenditure, uniforms, hand gloves & safety shoes (PPE) etc.
Established monthly cash award for the best employee among the workforce in order to boost their attendance & better performance.
Developed& implemented User Policy for workmen’s Camp & Worksite behavior.
• Responsible for maintaining personnel files, preparation of daily, weekly and monthly reports. To arrange accommodation/mess facilities for all the employees in accordance with company standard accommodation procedures such as (1*1, 2*1, 3*1, 4*1, 6*1). To keep record of petty cash, subcontractors LPO/Invoices/Receipts for purchasing foodstuff/housing/furnishings/other maintenance materials, drinking water trucks, waste disposal trucks, fuel bills etc. To act as First-Aider in his time off. New employee joining formalities, visa medical test and to arrange CNIA Gate Pass (Oil Pass), safety& department induction etc. To send patients to local hospitals for medical treatments, injuries and tests on regular basis. To provide& organize camp recreation, welfare trips, gym facility to the employees. To provide counseling for workers if any disputes, violations, misbehavior, alcoholism, manhandling cases and issue warning letters in accordance with UAE Labor Law (Article 120) if and when required. To co-ordinate with HR for travel schedules for employees and also to coordinate with Camp Boss for arranging transportation and other facilities required. All kinds of other camp, site, office administration responsibilities being maintained as per DGM-HR’s timely directions. To maintain files of check-in& check-out of each room, camp reports, and camp inspection check lists, preparation of daily, weekly and monthly man-days reports to HR-Admin Manager.
Achievements:
Assisted DGM-HR to define, develop and implement Project Quality Objectives.
Cost effective in many ways including stopping fraud activities in attendance by strict monitoring, surprise site visit and designating time keepers at bus check-in points at all camps &sites.
Essar-Al Ahalia Hospital Free Medical Camp successfully organized at Camp Accommodation for employees.
Key role played to organize sports teams for cricket, football (soccer), volleyball on behalf of organization for the first time in its UAE projects.
Developed and implemented standard operating procedures for workmen’s camp& site conduct.
Organized a few painting/arts competition, safety quiz, picture caption contest etc. among the workforce.
• Day to day functions like database maintenance using ERP & spreadsheet, daily man-hour reports against job no., leave application/ schedule, joining reports, new employee orientation & briefing, internal staffing, manual employees recruitment (welders, fabricators, riggers, mechanics & helpers etc.) & outsourcing, subcontracting manpower to clients, arranging daily/weekly management meetings, drafting letters/notice, duty schedule of workmen, timesheet collection from clients/suppliers for month-end invoicing, warning notice, coordinate with IT to create e-mail id (MS-Outlook) for new-hired office staff etc. Tasks include all kinds of employee relations& service, project coordination, time office management, to coordinate/schedule appointment with client for various safety inductions required for workmen. To coordinate with Camp Boss for all accommodation/mess requirements of employees on regular basis. Maintains management guidelines by preparing, updating, and recommending new policies& procedures, maintaining records, meetings etc. Other tasks being expedited as per management advice from time to time.
Achievements:
Maintained in favor of revenue addition by sourcing of manpower to an upright market price.
Always strive for hiring manpower from suppliers lesser hourly rate than market value by productive negotiation.
Represented cost-effectively as POC for engaging in sub-contracting agreements and manpower supply contract.
Well-timed admin functions such as time sheet collection, daily reports, duty list and prompt update to all employee requests accomplished by result-oriented and pro-active work ethics.
• Responsible for receiving Credit Invoices from Suppliers, to process for the payment, coordinating with Purchase Dept. for day to day functioning. Assisting Senior Accountants/ Internal Auditors for various day to day tasks in Finance Dept.
To receive Local Purchase Orders/Foreign Purchase Orders, Goods Received Vouchers/Material Received Vouchers from Purchase Dept. on regular basis. Answering phone calls related with Cheque/Payments for Suppliers, update in MIS on daily basis all the INV/GRV/LPO to process AP to make cheque. To prepare and send weekly credit invoice/payment status reports to Finance& Purchase Dept. Managers. Attending daily operations meeting with Chief Auditor/Unit Head-Finance for representing the section. Coordinating with cashier on timely basis for the clearance/release of the payments/cheque status for the suppliers/vendors etc. To receive time cards and time sheets from various projects/ sites and verifying time hours used as per OT Projection and forward to Payroll Section at fourth week of pay period. Other tasks also done as assigned by Finance Manager/Unit Head on different times.
Achievements:
Developed sharing folder of excel spreadsheet for accessible/precise data entry of received LPO+GRV+INV among FAD-Store Control colleagues.
Strictly enforced receiving Credit Invoices only after Delivery notes be stamped & attached by Store Dept. (Ensuring materials supplied)
Started sending weekly status reports to Purchase/Finance Manager for comprehensive information on pending GRV/INV yet to be received by Store Control Dept. before sending to process cheque/payment to Finance Dept.
• To plan and forecast camp housing facilities, arrivals, mission departures, etc. with due course of time. To prepare and send daily, weekly, monthly camp housing reports to the Major ranked COR (Contracting Officer’s Representative) of US Army Forces. To act upon hotline basis for any army rotation/check out in unforeseen circumstances. To strive for achieving maximum level of army housing standards provided to military personnel, top level officers, DVQs (Distinguished Visitor Quarter) etc. as per SOP/POP defined by US Army Forces. Responsible for various reports like Daily PSR, weekly Meals& Transportation Request, weekly Mileage Reports to TMP, internal staffing for eastern employees, weekly leave& absent reports, weekly Vehicle Maintenance Report, etc. Employee relations& service, project coordination, database update, time sheet entry and forward to Finance after the cut-off date (payroll), Gate pass (US-Army& Kuwait MOD), and to process other various applications on daily basis. To act as Mail Custodian in APO/CSA Mail Room. To coordinate with HR-Training Dept. for different training that includes customer service, safety, desert driving precautions, inter-personal skill development, local culture& system (Arabic), mission objective etc. To act as lead for entire Dept. while arranging various parties for deployed army personnel in the base. To act as prime key custodian of the camp accommodation, camp vehicles & furnishings’ warehouse facilities. Camp maintenance, housekeeping, DFAC (Dining Facility 24/7), safety& fire, billet numbering system, Morale Welfare& Recreation, and various other entertainments to soldiers were leading emphasis in this job profile.
Achievements:
In order to monitor housing staff attendance with 100% accuracy, implemented sign-in sheet (In & Out with time& signature)
Monthly vehicle rotation plan/buddy system for US/Western employees.
Periodical safety meetings with power-point presentations for safe driving precautions& practices for drivers.
Started and implemented Office Filing Index and Organization Chart (Recall Roster).
Initiated strict awareness campaigns& actions for eradicating workmen’s alcoholism in camp facility.
Developed data base records password protected by classified CAC Card of US Dept. of Defense.
• Responsible for monthly payroll activities of 56 employees by collecting time cards at the end of the month, checking the entries, finally submitting to the Finance. Preparing and distributing time card copies to the employees per pay month. Monitor daily employees attendance roster; sick leave, personal time, w-off, holiday etc., to help prepare salary sheet. Tasks includes issuing drugs, dosage as per doctors' prescription, to purchase medicines from various drug suppliers by cash/credit, invoice verifying with supplied medicine, invoice/bill data entering in the system, to check for any expired drugs in the stock by using pharmacy software system on monthly basis. Writing of journal entries, work with ledgers, cash book etc., in the Accounts Dept. and prepare the status reports of released payments of cheque.
Achievements:
Drugs expiry monitoring system three months in advance for getting replaced/refunded by concerned stockiest.
Implemented A/c Payables to suppliers/staff strictly through bank cheque not by cash.
Stock balancing of drugs by forecasting business and prescriptions. (Sales-Purchase equilibrium)
Business induced effectively by building good customer/patient relations with value-added service.
MBA-Personnel Management 1. Human Resources/Personnel Management 2. Business Communication 3. Organizational Behaviour 4. International Business 5. Principles&Practice of Management
University Graduation (English Literature Main) in 1994. Computer Skill: Diploma in Computer Application (MS- Word, Excel, PowerPoint and Internet)
Pre- University degree (12th STD Commerce) in 1991.
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