Senior Document Controller / Admin Coordinator / Projects.
KUWAIT OIL COMPANY seconded through ALMEER.
Total years of experience :19 years, 2 Months
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Assists with project development and planning to ensure more efficient service and organization of the office.
• Planning and maintaining day to day activities like manpower and Job scheduling.
• Preparation of data sheet & material specification as per contract requirements and standards.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Coordinating with Contractor & Consultant and leading a team of two assistant document controllers.
• Organizing project document filing and archiving in line with KOC document management system.
• Coordinate with various departments within KOC as part of internal communication management.
• Assisting senior engineers in preparation of various Project documents.
• Performs miscellaneous job-related duties as assigned.
• Ability to maintain and control the budget as far as the cost is concerned and write financial reports of the analysis.
Nature of Job: Document Controller (Projects).
• Coordinate all Project related activities including all correspondence like (letters email, etc…).
• Leading a team of two assistant controllers.
• Planning and maintaining day to day activities like manpower and Job scheduling.
• Preparation of data sheet & material specification as per contract requirements and standards.
• Preparation of Bill of Quantity (BOQ)
• Coordinating with Contractor and Consultant.
• Document status reporting to Project management team head.
• Maintaining various project related document registers (Letters, emails, submittals, transmittals, Material approval request, etc., )
• Coordinate with various departments within KOC as part of internal communication management.
• Handling DIMS (KOC e-document management system).
• Assisting senior engineers in preparation of various Project documents.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Generate the various document control reports as required.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
• Monitoring updated records of all approved documents and drawings and their distribution clearly
• Maintain the files and control logs as required by the project.
• Creating databases and setting up filing systems
• The organisation of all project related documents
• General administration of project documents & chasing overdue documentation.
• Assists office staff in maintaining files and databases
• Assigns jobs and duties to office staff as needed
• Monitors office operations
• Schedules appointments and meetings for executives and upper level staff
• Serves as the go-to for office inquiries and conflicts
• Manages staff schedules
• Tracks office supply inventory and approves supply orders
• Assists in the preparation of department budgets and expenses
• Supervises all administrative personnel