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Executive Secretary

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Job Description and Requirements

We are looking for Executive Secretary:-

• The provision of a service covering all areas of basic secretarial support for the successful operation of the project, department or office.

• To provide adequate and effective support to the management team. To ensure the secretarial services are maintained with maximum efficiency and expediency.

• Responds promptly to customer needs and to requests for service and assistance.
• Understand the project, department or office management structure.
• Deal with external callers and visitors.
• Carry out secretarial tasks as required and directed by the management team.
• Assist where required in any other administrative function for the project/office.
• Organise and prioritise own workload to provide effective planned support for the project/office.
• Liaise with management and other departments as necessary.
• Record minutes of meetings.
• Coordinate with municipality on site approvals, building permit, site demarcation and completion certificate.
• Liaise with Rulers Office/Municipality for Govt. properties.
• Process staff and operative leaves and maintain up-to-date record of the same after check on their leave entitlements.
• Maintain Staff / Operatives personnel records, leave of absence and attendance records.
• Liaise for Staff and Operative’s ticket and passport for travel and maintain LPO for travel tickets issued.
• Organize a centralised purchase for office stationery
• Manage company mobile phones of all Dubai based staff and generate monthly reports to Directors/Managers.
• Coordinate with fuel cards requirements for company vehicles.
• Deal with all Dubai Municipality requirements such as permits, submissions and renewals (for Vehicle permits, waste water discharge permits and occupational health cards)
• Preparation and distribution of weekly Document Deliverables Registers
• Registration, issue and distribution of technical documentation to internal and external parties, ensuring timely turnaround of documentation
• Engage in preparing project documents and related reports.
• Reviews site schedules and booking records to plan and schedule work activities.
• Day to day uploading and downloading of correspondence, drawings, transmittals and other documents;
• Converting drawings to various file formats and uploading them as required
• Preparing and sending out change orders
• Updating all spreadsheets
• Archiving, photocopying, scanning
• Setting up all documents and folders for new projects
• Assigns activities to workers and reviews the same.
• Assigns documentation activities to workers, such as preparing receipts, compiling tonnage, and storage reports.
• Examines reports and documents for completeness and accuracy and gives instructions to workers regarding corrections.
• Coordinate with site storekeepers with regard to GRN’s not posted.
• Ensure that all documents are filed properly and is easily accessible.
• Produce location wise payroll report and monthly time card report and handover to Project Managers for approval.
• Prepare regular reports and summaries of payroll activities.
• Prepare various schedules on payroll accruals and deductions.
• Handle all payroll related queries.

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