Administrative Assistant (QFAB)

IT & Network
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October 8, 2024

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Job Description

Job Title: Administrative Assistant   Reporting structure

Reports To:   Administrative Assistant
Direct Reports:    NIL

 

Primary Functions:

  • Has developed specialized skills or is multi-skilled developed through job-related training and considerable on-the- job experience
  • Completes work with a limited degree of supervision likely to act as an informal resource for colleagues with less experience.

 

Tasks and Responsibilities:

  • Maintain Central Registry for Project Lesson Learned to indicate the details and priority.
  • Keeping and updating all records which are related to the department on daily basis.
  • Maintaining lay out of seating arrangements regularly.  
  • Maintaining the house keeping in office & Inspecting them to clear the abstracts for proper space in office.
  • Maintaining weekly time sheets of all Fabrication Operations & Production Engineers as per Project requirement.
  • Maintain Department Change Notification Register.
  • Assist in the compilation & updates of Training Manuals and Procedures.
  • Rectifying time sheet errors for Fab Operations, Production Engineers, and updating time sheets.
  • Preparation and Updating of Personnel records of Fabrication Operations & Production Engineering group.
  • Preparing/Updating Organization charts for department as well as for all the Projects.
  • Maintaining Annual Leave schedule of Fab Ops team.
  • Preparing presentations (for Bid & Fabrication Kickoffs meeting in Power Point).
  • Assisting / Resolving software related problems for Fab. Operations & Production Engineer.
  • Raising requisitions and service entry’s and servicers for projects in SPMAT, R2P, SAP
  • General Administrative & Department Duties for Fab Operations, Production Engineers, Shop Engineers.
  • (Typing, Scanning, Copying, Filing)
  • Booking of conference rooms
  • Assist with travel and hotel arrangement for company employees during business trips
  • Arrangements of Gate pass/PPE’S for Vendors
  • Assists the Operations & Production Engineers in compiling Reports.
  • Assists the Operations & Production Engineers in compiling Reports.
  • Attend meetings and keep / update minutes.
  • Compilation of test packs.

 

Other Expectations:

  • Participates in QHSES initiatives and drive achieving objectives. Follow the company policies.
  • Handle invoice settlement communication
  • Handle staff requirements – PPE, stationary, IT follow up.
  • Coordination for visitors – pick up at gate, compilation of docs for gate pass, etc.
  • Food Arrangements.
  • Transport Arrangements.

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