Tahera Fatima
Executice Secretary cum Document Controller
Abu Dhabi
Summary of Career
1. Coordinating office activities and operations to secure efficiency and compliance to company policies.
2. Supervising administrative staff and dividing responsibilities to ensure performance.
3. Keep stock of office supplies and place orders when necessary.
4. Handling external or internal communication or management systems.
5. Managing clerical or other administrative staff.
6. Organizing, arranging and coordinating meetings. Organizing travel arrangements for senior managers.
7. Writing letters and emails on behalf of other office staff. Manage agendas/travel arrangements/appointments etc. for the upper management
8. Manage phone calls and correspondence (e-mail, letters, packages etc.)
9. Track stocks of office supplies and place orders when necessary Submit timely reports and prepare presentations/proposals as assigned
10. Assist colleagues whenever necessary.
For handling multiple positions
Experience as Executive Assistant
Al Waqar General Contracting LLC
03 January 2009
01 April 2018
• Reviewed and assisted in performing technical bid analysis.
• Reviewed calculations and analytical data to maintain accuracy of the technical reports.
• Prepared project proposals, including cost estimates, schedules and project specifications.
• Analyzed contractor productivity for technical and financial offers for bidder contract.
• Visited project sites during construction to monitor progress and consult with contractors and on-site engineers.
• Provided support for document controls and worked with contract documents.
• Estimated quantities and cost of materials, equipment and labor to determine project feasibility.
• Preparation of Bill of Quantity and payments for subcontractors,
• Post tender analysis - before signing of the contract,
• Evaluation of Variation Orders,
• Preparation of Estimates, Studying of Claims, Negotiations, & Final Close out.
Experience as Executive Assistant Cum Document Controller
Al Reem International Construction LLC
05 January 2019
• Copy, Scan and Store Documents.
• Prepare Submittals,
• Check for Accuracy and Edit Files like contracts.
• Review and update technical documents (e.g.: Manuals and Workflows).
• Distribute project-Related copies to internal team.
• File documents in physical and digital records.
• Create template for future use.
• Retrieve files as requested by employees and clients.
• Manage the flow of document as per ISO standard.
• Maintain confidentiality around sensitive information and terms of agreement.
• Prepare ad-hoc reports on projects as needed.
• Manage original documents and the distribution of Invoices, Local Purchase Order (LPO), Letter of Award, Addendum and All Contracts Agreement and legal documents for both site office and main office.
• Responsible for the proper handling of files and ensure that the confidentiality of sensitive information is protected.
• Verify and Distribute Incoming and Outgoing Documents.
• Upload all Incoming and outgoing documents in the server.
• Maintain Log of Incoming and outgoing documents.
• Manage the distribution and filing of document for both soft and Hard Copies.
• Provide reference services and assistance for site and head office personnel who need documents for the archive repository.
• Create and update organization chart for tender documents.
• Prepare technical tender documents based on client’s requirement.
• Preparation/ Submission of technical tenders.
• Pre-Qualification documents preparing and submitting as per requirement.
• Direct visitors to the appropriate person and office.
• Answer, screen and forward incoming phone calls.
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort and distribute daily mail/deliveries.
• Update calendars and schedule meetings.
• Front desk office and general office support, document controlling and filing management.
• Prepare payroll processing for employees, liaise with pro for any necessary tasks.
• prepare local purchase order (LPO) and quotation.
• Handle government online systems for registrations and tender, other tasks given by the CEO.
• Arrange travel and accommodations and prepare vouchers.
• Keep updated records of office expenses and costs.
• Perform other clerical duties such as photocopying, transcribing and faxing.
• Act as an office manager by keeping up with office supply inventory.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Take minutes during meetings.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.
Bachelor 14 April 2007
Bachelor's in Business Administration