Document Controller/Secretary
Arabtec Construction LLC
Total years of experience :16 years, 1 month
**Head Office Assigned Departments:
*Administration Department*Accounts Department*Purchase Department*BIM Department*Legal Holdings Department*Regional Directors Office*Prefab POD Department
**Projects Assigned:
* C38 District & Parks EXPO 2020 DUBAI UAE*Dubai Expo 2020 Mall -DWC - Madinat Al Mattar, Dubai, UAE *Vera & Reva Residential Tower Dubai-Plot BB.B01.070-71*Business Bay Hotel By AAbar Dubai-Plot BB.A02.013(Reporting K&A Consultant Office )*Development of MBZC-Phase 1 Construction of 1100 Housing Units Including Roads, Infrastructure & Landscape Works Project-Fujairah UAE*Fairmont Hotel and Service Apartment Marina Corniche, Abu Dhabi Uae *Al Aziz Mosque Project*Al Mubarak Villa Project*Private Villa (Al Gurm) Project*SPA Meena Project
**Role & Responsibilities:
•Screening telephone calls, enquiries, emails and messages appropriately.
•Sending and receiving letters to Clients, Consultants, Suppliers and Subcontractors
•Received, stamp and distribute incoming documents and marked distribution sheet as per the distribution matrix for transmittal and forward to the concern person using ACONEX and Emails to OUTLOOK and give them a hard copy.
•Distribute incoming documents and upload outgoing correspondence using ACONEX.
•Handles confidential correspondence, files and other documents and information.
•Records and produce minutes for management meetings as needed.
•Arranging travel and accommodation for the Director, Managers and staff where applicable.
•Provide assistance and administrative support to appropriate level of management.
•Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
•Perform data entry into an electronic document management system (EDMS) and assign document numbers and enter related pertinent information into EDMS as required.
•Preparing the Construction Daily, Weekly and Monthly Report prior to submission to Consultant.
•Register and distribute documents in ACONEX such as Letter, Records of meeting, transmittals, correspondence and other related documents of the project.
•Receive, track, and monitor documents using standard document management programs to register documents, maintain databases, and produce logs, transmittal's, and other reports as required.
•Input document data into the standard registers ensuring that the information is accurate and up to date.
•Receive and thoroughly check Inspection Requests submitted by the Engineers at site and other submittals in compliance with the QA/QC Departments Standard and record the details in the Documents Register and personal Excel files as Back-up. This incorporates accuracy of submittal and proper recording of information.
•Updating Incoming and Outgoing Submittals Logs and Preparing various submittals such as Incoming and Outgoing Correspondences in Aconex (Clients, Consultants & subcontractors), Shop Drawings Submittals (ACONEX & AUTODESK VAULT “BIM STORAGE & COLLABORATION”), Document Submittals, Material Submittals & Samples, Method Statement Submittals, Technical Submittals, Request for MEP Clearance, (RFI) Request for Information, (ITR) Inspection and Testing Request, (NCR) Non Conformance Report Logs, (CVI) Confirmation Verbal Information, (ABD) As-Built Drawings, (MAR) Material Approval Request, (IR) Inspection Request, (SI) Site Instruction, (WN) Work Notification and (MIR) Material Inspection Reports, (WIR) Work Inspection Report (ACONEX & DOME CONNECT).
•Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving)
•Ensuring the use of standardized forms and templates. Set-up Projects folders and facilitate Project communication process
•General document control activities such as photocopying, scanning, analysis of supplier’s documents compliance with Project standards regarding numbering and all others aspect related to document quality
• All Secretarial Services to Construction Managers, Project Managers.
• Ensure systematic filling, labeling and coding for running documents for easy retrieval at a later date.
• Assure document quality to include completeness, accuracy and compliance with
establish procedure and update.
• Using Online Collaboration System (AConex) for project documentation.
• Develop & maintain Client provided documents register and report documents status to the Project Manager upon any new revision/changes.
• Electronic copy preparation of daily incoming and outgoing letters for ACONEX.
• Maintain documents registers for incoming and outgoing project documents.
• Preparing outgoing correspondences, shop drawing submittals, material submittals, method statement submittals, technical submittals, request for MEP clearance,
RFI Request for Inspection and Material Inspection Reports.
• Preparing of agreements between contractors to subcontractors, clients and supplier.
• Preparing of letters of award and letters of intent.
• Preparing cost comparison of quotations from the suppliers
• Preparing purchase request for the project.
• Preparing and submitting the weekly report.
• Making all travel agreements, tickets, accommodation and appointments.
• In charge of all the work connected day-to-day office routine.
• Handling all the administration duties, Reception of visitors and answering telephone.
• Typing quotation, letters, faxes, memo, minutes of meetings, invoices, certificates, all other documents receiving & sending emails.
• Operating fax machine & scanner.
• Setting up filing system, logging and organizing, filling of all incoming & outgoing correspondences such as faxes and letter, registering and maintaining in relevant files.
Incoming and outgoing correspondence filing as below:
o Original in the master files.
o Copy in customer or supplier file.
o One copy in job file.
• Incoming mail/faxes etc., including hand delivered mail indicating on a log book by serial number then distributing to the relevant person as concerned.
• Receiving CV’s, segregating and sorting into categories.
• Responsible and accountable to implement QHSE Management System and related procedure within own activities.
• Maintain, documented follow-up of training records, courses & certificates in the individual personnel files.
• Dealing with client, engineer’s dispatch & receiving matters.
• General computer activities; converting to PDF, naming, numbering and storing all documents.
• Dealing with all subcontractor’s dispatcher & delivery person
• Sending files through transferbigfiles.com to the client & consultant.
• In & out documents distribution tagging, sorting, marking & distribute
• Prepare for site, client & engineer document dispatch
• Hard copy handling, filing & retrieving as daily basis
• In-charge for internal circulation, collecting & archive
• Outgoing letters (Getting Signature, numbering & dispatching control).
• Incoming Letter ( Marking & distribution control)
• Submit all transmittal, letters to consultant and client.
• Updating daily incoming & outgoing register
• Document submission & receiving to consultant and client
• Carry out quality check on all deliverable prior to submission
• Provide Master Document Register (MDR) to client & consultant for review / approval as per the contract document
• Update the MDR on a monthly basis and submit to client & consultant for information only.
• Provide CSV files and transmittal native file with bulk document submission
• Making photo copy of daily incoming & outgoing documents
• Assist at site document submission, distribution & filing
• Preparing daily circulation file for the engineers review
• All Secretarial Services to Construction Managers, Project Managers, Project Director and Managing Director.
• Preparation of agreements between contractors to subcontractors, clients and supplier.
• Preparing of letters of award and letters of intent.
• Preparing cost comparison of quotations from the suppliers
• Making all travel agreements, tickets, accommodation and appointments.
• In charge of all the work connected day-to-day office routine.
• Handling all the administration duties, Reception of visitors and answering telephone.
• Typing quotation, letters, faxes, memo, minutes of meetings, invoices, certificates, all other documents receiving & sending emails.
• Operating fax machine & scanner.
• Setting up filing system, logging and organizing, filling of all incoming & outgoing correspondences such as faxes and letter, registering and maintaining in relevant files.
Incoming and outgoing correspondence filing as below:
o Original in the master files.
o Copy in customer or supplier file.
o One copy in job file.
• Incoming mail/faxes etc., including hand delivered mail indicating on a log book by serial number then distributing to the relevant person as concerned.
• Receiving CV’s, segregating and sorting into categories.
• Responsible and accountable to implement QHSE Management System and related procedure within own activities.
• Maintain, documented follow-up of training records, courses & certificates in the individual personnel files.
• Dealing with client, engineer’s dispatch & receiving matters.
• General computer activities; converting to PDF, naming, numbering and storing all documents.
• Dealing with all subcontractor’s dispatcher & delivery person
• Daily document copies & prepare for submission
• Sending files through transferbigfiles.com to the client & consultant.
• In & out documents distribution tagging, sorting, marking & distribute
• Prepare for site, client & engineer document dispatch
• Hard copy handling, filing & retrieving as daily basis
• In-charge for internal circulation, collecting & archive
• Outgoing letters (Getting Signature, numbering & dispatching control).
• Incoming Letter ( Marking & distribution control)
• Submit all transmittal, letters to consultant and client.
• Updating daily incoming & outgoing register
• Document submission & receiving to consultant and client
• Carry out quality check on all deliverable prior to submission
• Provide Master Document Register (MDR) to client & consultant for review / approval as per the contract document
• Update the MDR on a monthly basis and submit to client & consultant for information only.
• Provide CSV files and transmittal native file with bulk document submission
• Making photo copy of daily incoming & outgoing documents
• Electronic copy preparation of daily incoming and outgoing letters for ACONEX
• Assist at site document submission, distribution & filing
• Preparing daily circulation file for the engineers review
• In charge of all the work connected day-to-day office routine.
• Handling all the administrator duties.
• Looking after reception area.
• Typing quotation, letters, faxes, memo, invoices, certificates, all other documents receiving & sending emails.
• Answering telephone calls with polite manner.
• Arranging tickets for all the employees & clients.
• Arranging hotel accommodation for clients.
• Arranging appointments & interviews.
• Operating fax machine & scanner.
• Filing all incoming & outgoing correspondences such as faxes and letter, registering and maintaining in relevant files.
Incoming and outgoing correspondence filing as below:
o Original in the master files.
o Copy in customer or supplier file.
o One copy in job file.
• Incoming mail/faxes etc., including hand delivered mail indicating on a log book by serial number then distributing to the relevant person as concerned.
• Receiving CV’s, segregating and sorting into categories.
• Responsible and accountable to implement QHSE Management System and related procedure within own activities.
• Maintain and documented the raining records, courses & certificates in the individual personal files.
• Outgoing letters (Getting Signature, numbering & dispatching control).
• Incoming Letter ( Marking & distribution control)
• Dealing with client, engineer’s dispatch & receiving matters
• Dealing with all subcontractor’s dispatcher & delivery person
• Daily document copies & prepare for submission
• In & out documents distribution tagging, sorting, marking & distribute
• Prepare for site, client & engineer document dispatch
• Hard copy handling, filing & retrieving as daily basis
• In-charge for internal circulation, collecting & archive
• Submit all transmittal, letters to consultant
• Distribution & document filing for Package 2A & 2C
• Updating daily incoming & outgoing register
• Document submission & receiving to consultant
• Making photo copy of daily incoming & outgoing documents
• Electronic copy preparation of daily outgoing letters for ACONEX
• Converting PDF, naming & storing all documents
• Assist at site document submission, distribution & filing
• Make an overtime request activities of all engineers of QA/QC department
• Preparing daily circulation file for the engineers review