EXECUTIVE SECRETARY/DOCUMENT CONTROLLER
DOMOPAN QATAR
Total years of experience :18 years, 0 Months
• Provides high level executive, administrative, and secretarial support to the senior levels with daily executive duties.
• Schedule meetings, manage an active calendar of appointments, travel plans, and disseminate staff agendas.
• Compose and prepares project correspondence, memos, circulars, sorting mails, organized meetings, issued agendas and distribution of minutes of the meeting as required.
• Significant experience of providing administrative support to all levels and governmental representatives.
• Assists management with developing executive level briefings.
• Handles the main clerical duties of the department, monitored office supplies and responsible for replenishing needed materials.
• Interacts frequently with internal and external personnel and subcontractor.
• Input and maintain accurate records on the relevant database, devised and maintained office system.
• Handle sensitive and complex issues in a professional and objective manner.
• Provides document control support during construction to the project team in compliance with internal company policies and procedures as well as external client needs.
• Consolidates comments/mark-ups from reviewers, prepare outgoing transmittals for approval and upload to CITRIX -DRCT Design Review Collaboration Tool
• Generate weekly reports on documentation and submit them to the engineering team and sub-contractor to expedite overdue document reviews.
DOCUMENT CONTROLLER
• Responsible for the Daily tracking of the DRCT log (Design Review Collaboration Tool-via Citrix Workspace App)) to monitor the status and progress of the deliverables
• Uploads all the documentation comments of the Design Consultant/Subcontractor in the DRCT system
• Updates/upload all the incoming/outgoing documentation in the Smartsheet Document Control Software
• Compiles data and posts information to various electronic information systems as needed.
• Assisted the Managers with daily executive duties and completed tasks that include managing an active calendar of appointments, arranging meetings, and agendas.
• Organized all the administrative activities that facilitate the smooth running of the Managers Office.
• Assisted with the completion of expense claim reimbursement forms as required.
• Screened all documents for sign-off by the Manager and ensure all of the signed outgoing letters are release.
• Screened and direct phone calls and distribute correspondence.
• Organized and stored paper works, documents and computer-based information of the company.
• Monitored and updated all the incoming and outgoing documents.
• Managed and handled all project documentations (including engineering/technical, correspondence, project management - commercial) using Aconex and Project Wise.
• Assisted the Engineers in preparation of document submittals via Aconex.
• Maintains a high level of understanding of document control archiving processes.
• Scans and electronically “back-up”, distribute and file (if required) all approval documents.
SECRETARY (MEP Design Department)
- Supported the MEP Manager and Discipline Leads in all related office activities.
- Prepared the MEP Monthly Report submission.
- Prepared the MEP Milestone Payment submission.
- Composed and prepared business correspondence.
- Kept good track and order of documents and report to MEP Manager and Discipline Leads.
- Maintained scheduling and event calendars, arranged conferences and meetings.
- Handled the main clerical duties of the MEP Department.
- Interfaced with client, sub-contractors, and internal departments.
DOCUMENT CONTROLLER
- Managed and handled all Project documentation using Aconex, Project Wise (Layouts, Shop Drawings, Letters, Reports, FCRs, Method statement, Models / Revits, Calculation Notes)
- Exporting Files via Aconex and process into MEP local files for each 13 stations, tunnels, and cross passages
- Assisted the MEP Engineers / Leads in preparation of document submittals via Aconex.
- Ensured all project documents submittals are uploaded in document management system.
- Knowledgeable in all aspects of documentations
• Provided efficient support to the Managing Director with all office management related activities. Interfaced with clients, sub-contractors, and internal departments.
• Composed and prepared project correspondence, memos, circulars, sorting mails, organized meetings, issued agendas and distribution of minutes of the meeting as required.
• Handled travel arrangements, itineraries, and hotel bookings of the Managing Director.
• Prepared and organized bids for tendering projects, knowledgeable in Variations and Claims.
• Performed document control services IN and OUT to clients and Consultants on various projects in accordance with company’s document management systems.
• Assisted in supplying documentation for mobilisation (hardcopy and electronic formats) and distributed documentation to the project team in a timely and accurate manner.
• Ensured all current and relevant documentation were uploaded to the document management system.
• Liaised and support the project teams on all aspects of document control, advised Clients, Subcontractors, Project Manager and Team Members the status of documents and comments internally and externally.
• Worked with projects internal groups to ensure as-built documentation is made available for review.
Provided high-level administrative support to the Managing Directors and to all staff members.
•Handled daily incoming and outgoing calls, messages, and mails, composed and prepared business correspondence, memos and circulars. Arranged appointments, meetings, and conferences of the Managing Director.
•Maintained a well-organized documents and files needed for the daily operation of the business.
•Provided extensive clerical support for office including billing, data entry, and filing.
•Setting up and maintaining petty cash system of the company.
•Responsible in ordering products from purchase orders and implement a tracking system for purchased items.
•Does internet archival research, updated content of Mihneti website and other links.
Acted as liaison between the Managing Director and subordinates by transmitting directives, instructions and assignments, composed, proofread, and edit correspondence, memos and circulars for the Managing Director signature.
•Coordinated and facilitated Managing Director's calendar to arrange appointments, meetings, and conferences and handled travel arrangements, itineraries.
•Established and maintained various filing and records management system.
•Supervised lower-level clerical staff.
Supported and assisted the Managing Director in the office related activities.
•Provided administrative assistance, answered telephone calls, filed correspondence and documents.
•Handled daily incoming and outgoing calls, opened, sorted, and screened messages and mails, composed and prepared business correspondence, memos, and circulars.
•Archived paper works, documents, and computer-based information of the company.
Prepared documents for visa application and renewal of company's licenses.
•Maintained and validated employees sick and annual leave files.
•Coordinated with sales activities and follow up orders and shipment with suppliers internationally.
•Performed a wide range of business- r e l a t e d tasks including bar coding, listing in the delivery note of stocks taken from head office to each shop in United Arab Emirates.
•Monitored daily activities of staffs in shop operation activities, does encoding all merchandise/items in excel format.
•Given the authority to implement due actions essentials to resolve problem occurred when the Managing Director was on travel.
•Calculated, reconciled, and verified accounts payable and accounts receivables.
•Assisted in preparation and disbursement of checks and vouchers for traveling expenses of the employees.