Frankfurt Rhine-Main Metropolitan Area
More than ten years of working experience abroad as Office Management with great knowledge of office practices and procedures, business correspondence, recordkeeping systems; office machine operation; English grammar including usage and composition; telephone etiquette. Exceptional ability to perform filing, Receptionist, Recordkeeping, Correspondence,Booking (Conference rooms and Business Trip), Facility Management, and other related clerical and Office Tasks.Strong ability to exercise judgement and tact in dealing with the public and other employees. In-depth ability to type correspondence and other documents in a variety of formats on a personal computer from clear copy or rough drafts at a minimum of 40 to 50 words per minute or a speed necessary for successful job performance. I have the ability to use word processing equipment and software applications on personal computer such as, MS Word, Excel, Powerpoint, Adobe Photoshop CS5, SAP and the ability to set up computer hardware and software applications. The ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include setting for extended periods of time and operating assigned office equipment. Excellent ability to work under minimal supervision and prioritize work.
Managing the storage and transmission of project documents produced by IPS, clients, vendors, subcontractors and consultants. This will include coordinating the flow of technical documents including engineering drawings, specifications, calculations, reports, submittals, contracts and purchase orders Ensure compliance with corporate document conventions, including numbering and approvals. * Ensure compliance with project-specific document conventions, including numbering, approvals, distribution lists and quality assurance requirements. * Work with Project Managers to establish document distribution plans for each assigned project. * Maintain document distribution systems and schedules for assigned projects based on client, project and contractor requirements. * Expedites review, approval and distribution of supplier and internally produced project documents. * Establish and maintain paper and electronic files for assigned project in accordance with corporate requirements. * Establish and maintain electronic indices of project documents and generate reports that meet project requirements. * Support preparation of transmittals of engineering and procurement documents. * Arrange catalog, package, long-term storage and disposal of project documents at time of project closeout. * As required and requested by project and design managers, attend project coordination meetings and provide status updates of engineering documents, procurement documents and submittals.
* Working in 2 projects in Frankfurt- Data Center and Global Switch. * Controlling company and project documentation. * Following and improving document control procedures * Ensuring all documentation meets formal requirements and required standards * Ensuring the timely distribution of documents & drawings to project personnel. * Ensure that the registry of Documents are updated through the System BIM360. * Uploading and Downloading RFI, Technical Submittals, drawings and other documents to BIM360, and register to the Tracker records. * Ensure documents are shared through our sharepoint at key times to facilitate timely project completion. * Sorting, storing and retrieving electronic and hard copy documents * Distribution of drawing transmittals and submittals to client. * Making sure that all Documents and drawings are in the right revision and superseded. * Maintenance of controlled document registers and associated documentation. * Conducting regular reviews and document audits * Helping in the planning stages of a specific project * Working in accordance with company procedures & guidelines. * Developing and maintaining filing systems * General Administration including typing, printing. * Data entry on SAP, Running SAP reports and queries. * Liaising with Scheduler, Safety Manager and Client * Maintain up to date Records * Responsible for HBO (Hessiche Bauordnung) Documents. Arranging and preparing all Documents needs for turnover of the Project and Operation and Manuals extractions. * Translating Documents from English to German or German to English through our software translator. * Preparing weekly, Monthly and Engineering report.
* Responsible for all Administration and Document Controlling. * Registering new Employee to the Clock Machine and in the System. * Preparing Important Documents for the badge. * Updating the daily records and people on Site. * Booking new Employee and preparing paper works for the Induction and also Visitors. * Make sure that all paper works are prepared and meet the Main Contractor requirements. * Downloading Documents and to the System ( TechSub, RFI, FOK, FAT, Pumps, Chillers) * Update the company Server daily. Make sure that all documents uploaded are registered in the Company server and save the files in the respective workspace. * Downloading results of the Documents whether approved, disapproved, or resubmit. * Making sure that the comments are downloaded, registered, and updated to the Company server. * Preparing Documentation for the Engineers and Managers and also Directors. * Printing Documents and filling them in the respective Files. * Printing Drawings and make sure that the Revision is correct. * Ordering Office equipment and weekly inventory. * Issuing PPE to the new Employee and Lockers. * Make sure that the Office and rooms are organized and Clean. * Setting up new Laptop and Introduce the server to the new Handler. * Responsible for Invoices and invoice deliveries and preparing Monthly expenses. * Responsible for all office problems (printer, laptops, and more.) * Preparing Monthly Report of the Documents and Tracking.
Greeting visitors, answering a high-volume of incoming phone calls and delivering service to our customers Responsible for email and in-person enquiries – providing general information and referring enquiries to appropriate sources based on a broad knowledge of the priorities, procedures, protocols and personnel Organize and schedule meetings, includes contacting the participants, booking rooms, preparing refreshments, facilities, and organize catering services as required. Prepares the calendar and a daily folder that contains the relevant and pertinent meeting material as identified. Makes travel arrangements as required, including booking flights, hotel accommodation, car rental, and providing directions. Reviews, actions and distributes all incoming and outgoing correspondence. Preparing the Security Access of the employees – Issuing of New cards, validating, and extending the validity, Cancelling employee cards for the employee leaving the company Types, formats, copies, distributes, files and retrieves correspondence, reports and documents of a routine or confidential nature. Maintains a comprehensive filing system in accordance with the records management system. Organizes special events as required includes facilities, catering arrangements and prepares bills for accounting. Preparing slides or project presentation through Powerpoint. Arranging and documenting daily shipment International and local via DHL, UPS, FEDEX and other courier services. Preparing documents for customs. (Taxes and item declaration) Tracking the shipment, make sure that the item arrived safely and no delays. Contacting courier services for shipment undelivered. Preparing proforma for International shipment with tax declaration and other info. Responsible to contact the courier services for pick up and deliveries of the shipment Purchasing office supplies and equipment and maintaining proper stock levels. Responsible and distribute daily mails to the corresponding recipients.