Secretary - Bahrain -HR-1067 - PACE

OPERATIONAL
► Assist the Resident Engineers (RE) in managing their calendars; arrange and coordinate all internal and external meetings which are to be attended by the Resident Engineers
► Answer all incoming phone calls, ensuring to take messages from callers as requested and inform the RE accordingly; make all outgoing calls as requested
► Manage incoming and outgoing correspondence including the transfer to relevant site architects and engineers as delegated by the RE and subsequent distribution of copies

► Prepare a monthly overtime summary for site staff
► Assist in the development of the monthly reports
► Write and send e-mails on behalf of the RE and produce text documents (i.e. MoMs, memo’s etc) as and when required
► Maintain all incoming correspondence to the RE including all mail, messages and faxes in a prompt manner
► Prepare a weekly log of all pending correspondence (e.g. letters, JSIs, SVRs, NCRs, transmittals, shop drawings, RFAQS, MIRs, CARs etc.); distribute all correspondence to the relevant engineers as required
► Establish and organize the site office computerized filing system in order to manage all incoming and outgoing correspondence. This includes:
► Detailed subject site files
► Computerized registers for incoming and outgoing correspondence
► Computerized logging in, logging on, file naming and indexing etc.
► Locate and retrieve any information requested from authorized users by searching through files and documents
► Ensure to maintain all files in order to allow for easy referral to documents when required
► Execute other general office duties as requested (typing, photo-copying, printing, operating office machine, etc.)
► Liaise with other department staff on office matters as required

Job Details

Preferred Candidate