Facilities Coordinator
Qatar Airways
Total years of experience :15 years, 9 Months
• Administrative support to Facilities team for managing correspondence, maintaining records etc.
• Preparing reports for Management
• Preparing periodic project updates
• Liaising with other departments for necessary approvals in CMS, E-sourcing
• Processing maintenance contracts renewal thru CMS / E sourcing prior to expiry
• Managing Facilities Management System (FMS) for FM- Commercial
• Liaising with IT for developing modules in FMS
• Managing correspondence between contractors / Landlords
• Managing duty roster in ETAS based on business requirements
• Dealing with all kinds of correspondence internally / to external parties
• Keeping records for all administration related process
• Properly communicate process and procedures across the department
• Keep records for penalties to Landlord / Service providers
• Maintain complete filing system for correspondence
• Processing check-in/check outs & internal transfers for QR accommodation
• Booking of accommodation for new arrivals
• Maintaining data base for internal transfer / move out requests
Job profile
• Entering all applicant data to the system using AS 400.
• Updating employee data in AS 400 like Salary change, Promotion, Transfer, Personal contact information, Performance rating, Sources, Offers, Declines etc..
• Drafting and processing of letters for Recontract, End of service and other entitlements.
• Track the manning to get due dates for Recontract, Performance Appraisal, End of service gratuity.
• Conducting periodical Performance Appraisals.
• Managing daily roster based on attendance.
• Processing resignation/ termination for employees.
• Processing Demobilisation for resignated/ terminated employees.
• Scheduling in- processing/ out- processing
• Making arrangements for In -processing.
• Conducting Induction training for the new hires.
• Dealing with all kinds of correspondence.
• Keeping records for all administration related process.
• Implementing new policies and procedures in office system.
• Administrative support to the Staffing Team.
• Assisting large programs for HR administration.
• Arranging exit letters and exit permits.
• Arranging shipping for the Demob employees.
a) Mar 09 to Aug 10, Al Mohsen Trading & Contracting, Qatar as HR/Administration Coordinator.
• Administration of employment processes to ensure compliance and efficiency of hiring.
• Provide support to staffing team .
• Participation in Requisition Status and Candidate Review Meetings.
• Create Monthly and Quarter End Requisition Status Report.
• Effectively execute, manage, and prioritize, varied and steady workload.
• Properly communicate process and procedures across all levels of management.
• Arrange Travel for Candidates visiting Onsite Locations.
• Schedule interviews between candidates and interview teams across different departmental functions .
• Interact with candidates to deliver a positive candidate experience.
• Process employment applications and initiate background investigations for employment.
• Perform various administrative duties that support the recruitment function including entry, maintenance and integrity of data in applicant tracking systems.
• Provide General backup during absences of Client Interface Recruiter.
• Ensure that all hiring processes have been followed and documented prior to new hire .
• Keeping the employee records up-to-date on a daily basis.
• Dealing with all kinds of correspondence.
• Keeping records for all administration related process.
• Keep track on office stationary requirements.
Feb 2008 to Feb 2009 HR/Facilities Coordinator Panceltica WLL. Qatar
• Administrative support to the Staffing Team.
• Initiate pre-employment hiring processes and monitor status of results.
• Create and maintain staffing files and update electronic applicant tracking records in compliance with state regulations.
• Schedule new hires into divisional integration and on-boarding programs.
• Prepare Offer of Employment letters and new hire paperwork/files.
• Assist with the preparation and smooth operation of General Orientation for all new hires.
• Assist in the investigation and resolution of candidate problems.
• Manage, collate, and distribute all Strategic Staffing Correspondence.
• Management of open requisition files and updating all status changes into Applicant Tracking System ( personal contact information, sources, offers, declines).
• Maintain confidentiality of Staffing Department
• Possess general knowledge of Visa Intake Process and Immigration Guidelines and Regulations as it pertains to International Candidates
• Coordinating facilities like accommodation and transport for employees.
• Keep schedules of rents and renewals, commodities provided to site and the office, mobile and telephone bills, electric/water consumption, furniture bought and sold.
• Provide welcome packs to incoming staff. Liaise with the vehicle department regarding provision of cars and pick up from airport. .
• Field and deal with all email and telephone calls for HR dept.
• Arranging the fleet of vehicles for official purpose.
• Keeping records for facilities.
c) Aug 07 to Feb 08. Electromec Technical Associates- Mitsubishi Elevators, Qatar as Administration Assistant.
Job profile:
• Answering to queries related to labour issues and other administration issues.
• Assisting in recruitment, reviewing job description, creating & distributing brochures, maintain applicant database, sending letters, assist in testing, preparing orientation materials.
• Coordinating training, preparing materials, and tracking participants. Maintaining training records.
• Planning and making schedule for meetings & appointments for Manager.
• Preparing all kinds of correspondence and coordinating departments.
• Preparing documents for various proposals for which the GM is involved directly.
• Maintaining filing system for forms, reports and general correspondence.
• Preparing monthly department reports.
d) Dec 06 to Jun 07.Turbo plus Technologies Ltd. India as Business Development Officer.
Job profile: • Preparing monthly department reports.
• Liaise with potential clients for new business.
• Follow up with actual clients.
• Planning meetings with potential clients.
• Updating brochures and magazines for business.
• Advertise through media for developing business.
Sep 2005 to Nov 2006 Admin. Assistant IMTC. India
SUMMARY OF ACADEMIC QUALIFICATION MBA HR & Marketing 2003-2005 University of Kerala. India
B.Sc Zoology 1999-2002 University of Kerala. India
PDC Science 1997-1999 University of Kerala. India