General Admin and Secretarial Works
 Managing the daily diary, operations functions & duties of the COO.
 Personal Secretary of the COO.
 Provide executive general high-level support to COO
 Point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.
 Managing an extremely accurate and detailed calendar of appointments, manage and log incoming scheduling requests,
re- schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling
conflicts.
 Welcomes guests by greeting them in person or on the telephone, answering or direct inquiries;
 Track COO’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and
organizational developments
 Organize internal and external meeting for COO, including logistical and substantive preparation
 Manage all travel scheduling and arrangements
 Ensureconsistentandefficientinteractionwithotherexecutiveassistantsacrosstheorganization;demonstrate poise and tact
under pressure and handle matters with sound judgement and confidentiality.
Review, research and summarize a variety of administrative informational data and prepare related reports;
 Liaising with staff and Clients
 Assist in the Project Department for any clerical and administrative support.
 Drafting correspondence and other documents using various computer packages - Word, Excel, Power Pointetc.
 Additional ad-hoc responsibilities as assigned by the Management.
 Preparing, Scheduling the Minutes of Meeting(MOM)
 To ensure the proper documents are created and signed, that all data is accurate and that documents are stored and
backed up and any retention policies are followed.
 Provides clerical and administrative secretarial support in order to optimize workflow procedures in the office.
support by entering, formatting, and printing information; organizing work;
 Provides administrative support for operations team
 Perform duties as deemed fit.

As Executive Secretary cum Office Administrator
 General Secretarial / Schedule Management
 Facility and Fleet Management
 Managing the daily diary, operations functions & duties of Gen. Manager and the HR Manager.
 Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences,
teleconferences, and travel.
 Managing the Company email, all the outgoing and incoming correspondences and distributing it accordingly.
 Serve as first point of contact and liaison with clients, consultants and sub-contractors.
 Provide general research support and utilize all relevant computer software to retrieve, maintain, and manipulate data, as
needed.
 Coordinate and monitor multiple work processes and activities; ensure quality of documents requiring approval and/or
signature; draft/finalize correspondence prepare minutes of meetings, as required.
 Participate in preparation of briefs by developing required inputs and consolidating information from various sources.
 Assist in preparing portfolio management reports, including collecting data, preparing tables/graphs, and conducting simple
spreadsheet analysis.
 Assist in the Tender documents, proposal submission and contracts preparation.
 Additional ad-hoc responsibilities as assigned by the Management.
 Performing day-to-day administrative tasks such as maintaining information files and processing paperwork
 Managing and organizing Company events, social events and any other employee activities.
 Manage office Supply
 Contacting suppliers and negotiating for the best deals for the supplies
 To develop and maintain an effective mail management system.
 Receives and registers Client provided document for detail engineering or construction engineering project, including inhouse generated document.
 Point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.
 Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and
graphics.
 Drafting correspondence and other documents using various computer packages - Word, Excel, PowerPoint etc.
 Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
 To ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed
up and any retention policies are followed
 Perform duties as deemed fit.
 As Document Controller :
 Establish project documentation
 Maintaining Department / Division audible record of project documents like incoming and outgoing documents electronically
and hard copy according to the document procedure.
 Responsible for controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation
produced by technical teams, projects or departments in a timely, accurate and efficient manner .
 To ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed
up and any retention policies are followed.
 Preparing, Scheduling the Minutes of Meeting (MOM)
 Maintaining Department / Division audible record of project documents like incoming and outgoing documents electronically and hard copy according to the document procedure.
 Reviews completeness of documentation and prepares controlled document transmittals punctually in accordance with the
distribution lists.
 Controls issuance of document numbers, including maintenance of proper document registers for detail engineering or
construction engineering project.
 Responds in a timely manner to requests to retrieve information, information searches and general requests for support from
project/department personnel.
 Maintain an auditable record of all documents according to Document Procedure

File Management and Expatriate Management
 Manage and oversee documents for a particular project or for an entire organization
 Establish a system for controlling inflow, outflow, storage, and identification of documents, data of internal/external origin.
 To perform regular audit on corporate documents in order to ensure that all documents are properly submitted to other
departments.
 Coordination between Project Managers , Engineers and Contractors for various disciplinary Documents.
 Controlling and checking all the deliverables (Technical Documents and Drawings), entering and keeping track.
 In charge of issuing the documents/ drawings to the client via transmittal and updating the Document Registration/ Master
Tracker at the same time.
 Maintain filing and archiving documents.
 Distributing hard copy and soft copy of all documents/ drawings that has been issued to the concerned department as per
Matrix Distribution List & keeping records.
 Performs document quality check in accordance to Company engineering document control procedures
 Coordinate all activities related to Document Control procedure, including technical documents, drawings, Submittals and
commercial correspondence.

Handles petty cash fund and maintains an accurate record for replenishments.
 Processing and clearing of check
 Runs various reports on the computer for management arrangement
 Complies and maintains control records and related files.
 Receives incoming calls and forward messages to the concerned person
 Arranging, coordinating and engaging all the office events.
 Monitoring and administration of the company’s record and related files.