Personal Assistant
Seef Properties
مجموع سنوات الخبرة :24 years, 10 أشهر
To provide a high level of support to the Projects Department in all daily administrative, financial, logistical and operational activities.
Reviewing contract documents to keep track of project completion date, DLP period, payment schedules and other important clauses.
Reviewing BOQs and preparing a comparison summary.
Preparing and issuance of project proposals, RFP’s, tenders, cash flows etc.
Assists in the management of the project budget by budget formulation, controlling allocations, monitoring expenditures, and preparing revisions according to the needs of the project.
Reviewing all invoices/valuations and keeping track of all for easy reference. Providing summary to accounts dept. for their cross reference.
Checks and examines various project financial reports for accuracy and consistency against approved budgets.
Liaising with different Contractors/suppliers from getting the quote till the finalization with excellent negotiation skills. Reviewing Contractors/suppliers quotations to ensure that only fair and reasonable pricing is recommended for approval.
Participates in monitoring visits to project sites.
Facilitates preparation of project review meetings, prepares necessary documentation, minutes of meetings and notes to file for relevant transactions (e.g. grant agreements, services contracts etc.), and drafts minutes of meetings.
Have made an effort to maintain positive relations with our suppliers, which has led to an increase in the number of referrals.
Drafts routine correspondence related to financial and administrative matters for the signatures of Project Manager.
Preparing monthly reports of various projects for board members.
Ensures that all official documents are prepared and kept in the project files for retrieval and archiving.
Undertakes others administrative and financial tasks as required.
Handling basics of AutoCAD like converting the AutoCAD into PDF, printing, tracking etc
Secured substantial cost saving for company through participation as a key negotiator.
Coordinate and assist CEO, Group Managing director, Directors, General Managers and perform activities in a way, which assures proper communication and correspondence.
To ensure that the guidance and instructions of the department head is fully and promptly carried out.
Scheduling appointments and arranging meetings for Departmental Heads and initiating action to ensure their execution as appropriate, prepare presentation. Responsible for maintain the minutes of meetings records and take necessary action in coordination with division head.
Office management task on monitor stationery levels for the office and staff, incoming mail, etc.
In charge of tracking, monitoring, reviewing, and processing of data related to various jobs.
Preparing appropriate weekly, monthly and yearly reports to be presented to the Finance Department and to the top level management and meet the deadlines.
Handle and maintaining confidentiality of official matters and documents.
Preparing the agenda, notifications, assembling background materials. Coordinating facility needs for all meetings, taking minutes of meetings.
Prepare and issue work schedules to direct employees and subcontractors for both routine tasks and special projects and review the performance of direct employees and subcontractors to insure work schedules are being met.
Coordinate with the maintenance team with their day to day work till its completion in order to provide our clients with the best possible service.
Maintain a day to day customer complaint log and do continuous follow up on all the pending calls.
Perform routine inspections of all maintained property and provide report on scope of maintenance work to be furbished.
Follow up to ensure that work has been completed as approved, within the timeframe indicated and within the amount allocated.
Prepare a summary report on the various work done/pending jobs.
in conjunction with the top management in the yearly budgeting process which includes, To-Market budget, In-market Budget etc.
Organize details of off-site functions (local and International Symposium) involving participant’s availability, securing of location, menu choices, registration, travel arrangements and material preparation, i.e. correspondence, charts and slide presentations.
Assess assignments to determine the prioritization of work flow; Screen calls and mails. Continuous follow up on the pending issues.
Devise and maintain extensive filing system and corresponding cross-referenced list. Keeping record of samples & promotional gifts.
Motivating the team members in coordination with the management to achieve job objectives in terms of target achievement and market coverage.
Organized details of meetings, agendas, travel arrangements, itineraries, and expense reports assisted with word processing projects requiring extensive output of spread sheets and presentations.
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