Admin/Document Control Support
Parsons Brinckerhoff
Total years of experience :21 years, 7 Months
•Process & disseminate incoming and outgoing correspondence using the PMC & Client’s Electronic Document Management Systems (EDMS) tool; Sharepoint & Correspondence Tracking System (CTS).
•Process supplier technical deliverables through Sharepoint.
•Generate and run tracking reports for department heads.
•Support the Document Management Team on other related tasks.
•Maximise office productivity by ensuring all office equipment is full working order and frequent maintenance is carried out.
•Communicate with outside vendors to ensure all office equipment has the necessary consumable supplies.
•Ensure office continuity by purchasing and/or overseeing the purchase of office supplies, business cards and stationary.
•Supervise and arrange driver schedules to meet project requirements.
•Manage meeting schedules, organize conference/event requirements.
•Assisting the Project Director with his daily programme.
Functions as Admin Support:
•Assist with visa applications and Residency permits, Liase and consult with the Company PRO.
•Organise flights for PB Employees and dependents, Organise accommodation and vehicle rental
•Act as First aider in the corporate office
•Serves as project secretary for new projects acquired by PB until such time that full time project secretaries have been appointed and mobilized.
•Maximize office productivity by ensuring all office equipment is in working order, all filing areas are maintained in appearance and employee safety perspective.
•Communicate with outside vendors to ensure all office equipment is in working order and track equipment vendor contract renewal dates.
•Ensure office productivity by purchasing and/or overseeing the purchase of office supplies, business cards and stationary.
•Prepare routine correspondence, reports, and presentation materials under management guidance.
•Perform related task as assigned by the admin manager.
Functions as Business Development Support:
•Monitor advertisements in daily papers, websites and researches for possible tenders the company may qualify for and provide the gathered information to the General Manager or Market Manager.
•Receives tender correspondence, bulletins and clarifications and disseminate to concerned personnel.
•Prepare/arrange required correspondence to clients in response to tender clarifications and bulletins as provided by the Business Development Manager.
•Serve as local representative at the local office to facilitate collection of tender documents, bonds and guarantees, submission of bid and other correspondences with clients.
•Serve as local office focal point and coordinate with clients and offshore offices during tender and contract stages to ensure vital information is relayed promptly.
•Assist in preparing and compiling bid/proposal documents for Submissions.
•Facilitate in the submissions of bids or proposals.
•Report to clients’ office to assist in correspondence and monitor pending replies to contractor’s transmittals and proposals.
•Serves as Document Controller/ Project Secretary for Kahramaa Phase 5 (Transmission System Expansion) project up to the final project acceptance and close-out of the project.
•Receive transmittals from contractors and distribute to the concerned engineers or to Project Manager.
•Maintain accuracy of the database (access file) of correspondence, transmittals and faxes/letters received from contractors and client.
•Handle and maintain orderly of project files and documents.
•Monitor correspondence flow; ensure correctness and on time issuance of replies and comments on contractors submittals/proposals.
•Secure gate/access passes to worksite for engineers/project staff.
•Prepare hotel & flight booking for resident engineers and for visiting engineers from other PB regions.
•Assist office administrator and perform other related task.
•Managed store day-to-day business operations in the assigned outlet.
•Supervise customer service crew.
•Preparation of daily sales report and collections as well as weekly and monthly reports and inventory.
•Regulate or control inventory level.
•Oversee preparation of different type of coffee flavors and other products for the customers.
•Attend weekly and monthly meeting; report to area manager for the weekly sales and weekly sales target.
•Attend to customers’ request, inquires & complaints. Ensure maintenance of cleanliness & orderliness in the store area. Administer food display and other merchandise item. Perform other related functions.