Kerani

1) Record, register and insert the sequence number of the incoming letters, memo, fax, emails, plans, documents, RFI, RFA, etc in the Incoming Logbook and prepare the incoming slip and submit to the Managing Director for acknowledgement and assignment to the respective P.I.C. 2) Take out correspondence that have been signed, approved and assigned to respective P.I.C. by Managing Director. To record correspondence that needed action to be taken as assigned by Managing Director / Technical Director. 3) Type letters, memos, minutes and documents as instructed by Chairman, Managing Director, Office Manager, and Senior Technical Executive. 4) Submit a photo copy of the letters / instruction from M.D. to P.I.C. that action needed to be taken and get their acknowledgment signature and monitor action to be taken by P.I.C. then file the original letters and documents. Keep the outgoing submission documents in proper place. Keep C.S.A. and C.T.K. in the cabinet situated near photocopy machine downstairs. Keep the topography maps room clean and take charge of topography maps and standard sheet. 5) Record incoming letter, email, plans, documents, and etc. that had been acknowledge by P.I.C. in the Incoming Logbook and file them in the Project Files, update the files index and make sure the files are up to date. 6) File the Request For Inspection (RFI) / Request For Approval (RFA) in the respective files. 7) Open new project file with project title, client name and Job Card Number. Make sure Quotation and Job Card are in the Project File and open Temporary Project Files which are waiting for confirmation complete with the project title. 8) Input meeting dates in the Office Calendar and update the dates on the white board and remind Managing Director (M.D.) or person in charge (P.I.C.) to attend meeting. Prepare file to be brought to the meeting. 9) Keep records of signed and draft Memorandum of Agreement (M.O.A.) / Consultancy Services Agreement (C.S.A.) in the M.O.A./C.S.A. record book and keep records of Contract Document and Tender Documents in the Contract Document and Tender book. 10) Must learn and has the knowledge of the duty of Office Assistant and Administrative Assistant as to enable to cover her / his all duty when one of them is on leave.