Secretary / Document Controller
QD-SBG Construction
Total years of experience :15 years, 1 Months
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.
Typing of site documents, and follow up of all the site needs
Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
Maintain updated records of all approved documents and drawings and their distribution clearly
Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
Maintain the files and control logs as required by the project.
Implements systems for monitoring documentation / communication from both internal and external clients.
Works under guidance of the Document Controller Lead.
Provides assistance to the Project Management Team as required.
Prepares standard correspondence for the Project Team which includes document flow, basic cover letters, copies of meeting documents, etc.
Complies with tracking requirements in accordance with the approved procedures.
Supports the receipt, tracking, and monitoring of documents through the use of standard document management programs to register documents, maintain databases, and produce logs, transmittals, and other reports.
Performs other responsibilities associated with this position.
• Directing and assisting all users with their enquiries and research in the public search room.
• Responding to telephone, e-mail and written requests from researchers and members of the group.
• Assisting with the care and preservation of archive collections and maintaining good order in the archive network device.
• Assist with cataloguing related activities such as numbering and listing of documents and with inputting of data into databases.
• Supporting the development and maintenance of digital resources, including handling, scanning and digital manipulation.
• Locating the required archives in response to requests.
• Preparing LPO needed.
• Assisting in Corporate and Marketing Events.
• Handling the portal site of the company.
-Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
-Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
-Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences, teleconferences, and travel.
-Completes requests by greeting customers, in person or on the telephone; answering or referring inquiries.
-Maintains customer confidence and protects operations by keeping information confidential.
Prepares reports by collecting information.
-Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
-Keeps equipment operational by following manufacturer instructions and established procedures.
-Secures information by completing database backups.
-Provides historical reference by utilizing filing and retrieval systems.
-Maintains technical knowledge by attending educational workshops; reading secretarial publications.
-Contributes to team effort by accomplishing related results as needed.
Manage the daily administrative functions to assist the General Manager.
Organize regular meetings and reviews as requested by General Manager.
Follow up with department managers to ensure agreed activities are completed on time.
Welcome and provide hospitality to General Manager’s visitors.
Prepare daily, weekly and monthly reports.
Coordinate and manage diary, travel, and meeting requests.
Schedule General Manager’s appointments maintain calendar and make alternative arrangements for cancelled or interrupted appointments.
Manage and maintain effective office procedure and efficient work flow.
Facilitating the timesheets and overtime of technicians.
Processing leave applications, and other work-related requests (i.e. health cards, ID, bank letters).
Act as the central point of contract in coordinating with SCM and clients on deliveries and shipments of chemicals.
Arrange for shipment of Rock bits to various countries as requested by principals.
Assist in preparing applications to the Supreme Council for the import of chemicals.
Carry out any other task as delegated by General Manager.
Maintain confidentiality of all matters.
Assist in facilitating routine administrative tasks as per directives.
Answering telephone, greeting and directing office visitors, responding to direct requests for information, forwarding message to relevant staff, typing, filling, faxing, date entry, copying, compiling supply/purchase orders, taking notes, distributing mail and assisting with routine and large scale/bulk mailings.
Keep an appropriate updated filing system record of in/out mail, documents and correspondence and maintain a library including classification and filing of new items.
Assist in the preparation of reports and materials.
Assist in the preparation of tenders.
Act as Assistant Sales Coordinator for the Sales team.
Follow up with suppliers for purchase orders and arrange advance payments when required.
Maintain security of the department’s confidential information
Coordinates patient care activities with other departments. Performs clerical duties
and administrative duties as assigned or required by unit workload.
Serves as an informational resource for non-clinical information for patients,
Visitors, physicians and other medical center personnel.
Maintains adequate inventory/supplies for the patient care area.
Maintains patient care unit that is safe and functional for patients and
staff.
Performance is in accordance with established policies and practices of the medical
center and the Nursing Services and programs.
Functions as a liason between patient care activities with other departments.
Receiving guest handled registration form and enter in the system
Requesting immediately the files from the Medical Records through e-mail
Asked for the Insurance Card and filling out the Insurance Claim Form
Regularly checks the Insurance Claim Form of the Guest, attached with Valid Insurance Card, making sure that all the invoice receipt had a signature of the Guest and the Doctor’s should write the diagnosis including signature and stamp.
Handles customer inquiries by providing useful information pertaining to services provided by the Hospital and / or forwards calls to other Departments for more detailed technical information.
Performed other official tasks as instructed by Doctors and Nurses.