Job Description

• Handle office interactions with outside visitors.
• Coordinate communication between various departments, schedule meetings, distribute reports and keep all parties informed of general business operations.
• Operate and maintain office machinery, including copiers, fax machines and printers.
• Monitoring and ordering inventory of office supplies.
• Keeping the office area neat and tidy.
• Receiving, sorting, storing, distributing, and retrieving incoming/outgoing mail, hard copy of documents as received from Contractors / NUR / Authorities / PBT etc.
• Managing petty cash.
• Perform basic bookkeeping and banking transactions, including the collection, counting, checking invoices, and making deposits and disbursement of money.
• Ensure that all data regarding invoices, billing, payments etc. are properly entered into organizational databases and securely maintained.
• Assist in the preparation of cash flow plans for department purchases orders.
• Responsible for overseeing the procurement process for the O&M routine activities is in adherence to company requirements, company policies and procedures.
• Controlling and ensuring the correctness of O&M documentation Drawing (Engineering, For Construction, As Built), Manuals/ Correspondences etc available and maintain for the O&M works reference.
• Develop and maintain accurate records of O&M documentation and ensure all documents are properly sorted, organized, and updated.
• Daily scan and upload paper documents and organize them on a secure server.
• Ensure all the following and improving document control procedures.
• Ensuring all documentation meets formal requirements and required standards.
• Ensure that access for specific files for the O&M is available when requested by different departments or stakeholders.
• Filling & coordinating document of the routine work and outage reports for O&M and relevant parties’ usage.
• Conducting regular reviews and document audits ensuring all of the documents are organized and updated.
• To organize and distribute documents within the O&M team and relevant stakeholders as needed.
• To assist the O&M team with the routine planning works in document process flow, organizing documents for the O&M team, standardizing format of documents, categorizing of documents etc.
• Responsible for overseeing access codes to maintain confidentiality for important documents.
• Collect and register all technical documents such as drawings and blueprints in the company’s system.
• Review and update documents for O&M and quality control.
• Keep other personnel updated on new document versions and how to obtain access.
• Create templates for use by other personnel.
• Maintain confidentiality regarding sensitive documents.
• Establish and maintain record retention timelines.
• Training/conference Administration:
  • Coordinate end-to-end training/conference applications for department members.
  • Maintain and update employees’ training/conference records and schedules.
  • Assist in the arrangement of transportation and accommodation for training/conference related purposes.
• Any other duties as and when required.