Document Controller
Dragon Oil
Total years of experience :22 years, 10 months
Organizes and controls the commercial, financial and project documentation archive for all New Ventures team to ensure the safe custody of all reports and documents for the department and to ensure that all materials are reliably and confidentially stored and can be easily retrieved.
Maintains and improves indexing and filing systems, storage and distribution of documents and control of storage in the archive.
Organizes meetings with key third parties, potential partners, advisors etc.
Processing, handling and payment of New Ventures department purchase requests, invoices etc to ensure timely payment of service providers. Tracks against budget etc.
Provides general/technical/administrative support to New Ventures and Exploration Department, including visa applications, travels and others.
Supports preparation of all materials relating to New Ventures analyses, Board and Investment Committee packs etc.
Carrying out reception duties at assigned office. Includes receiving people coming into the office of assigned Team Leader/Manager, answering queries and scheduling appointments. Answers and makes telephone calls. Takes down and passes messages as directed.
Typing, proof-reading and distributing a variety of material such as memo, letters, reports and tabulations. Includes entering, amending and retrieving information, and performing security copying and archiving of documents.
Files correspondence and other records related to the activities of the Division/Team. Maintains and updates files. Establishes and improves own filing system. Requisitions, maintains and distributes office stationery and supplies.
Compiles or coordinates the compilation of data and prepares in the form of reports, analysis, tabulations, etc. Distributes data as instructed.
Drafts letters/memos and routine correspondence for TL's signature. Screens outgoing correspondence before approval.
Arranges for meetings as instructed. Includes arranging conferences, visual aids, refreshments and transportation when needed.
Receives, sorts and distributes all incoming mail. Makes copies as needed and presents to Team Leader. Prepares outgoing mail for dispatch. Maintains a proper register for incoming/outgoing mail. Ensures direct delivery of confidential material/mail.
General administrative duties.
Work Description:
Supervise all members of the team and improve its efficiency on a continuous basis.
Motivate subordinates and build a positive team spirit within the team and the company.
Monitor and report the compliance of each team member with checklists, work instructions and company rules, procedures and regulations.
Train new team members regarding Job descriptions, Checklists, Filing Systems and Company regulations.
Verify and spot check correspondences (faxes, emails and telephone calls) of each team member on a regular basis to ensure efficiency.
Hold daily meetings with the team to discuss status and other issues that require immediate attention.
Recommend other trainings that are necessary for all members of the team for improvement.
Participate in daily/weekly/meetings and recommend suggestions on how to improve the work and increase the efficiency of the company.
Report to Superiors any inquiry, request, recommendation or feedback received from customer.
Work closely with the Training Coordinators in marketing their courses and help them on daily basis.