Document Controller
Orama Contracting LLC
Total des années d'expérience :15 years, 10 Mois
· Assisting the Project Manager and all other Managers on daily basis with regards to clerical and admin task. · Drafting letters and maintaining all related correspondences to have a record on daily basis. · Handling intake, scanning, verification, and storing all document su\[W1\] bmittals. · Filing and archiving relevant documentation. · Checking and editing documents for accuracy and compliance. · Controlled project documentation in and out of the department and ensuring all documentation meets formal requirements and required standards. · Updating and maintaining document management systems and physical records. · Carried out any other tasks as required.
· Acted as the first point of contact of all incoming calls, emails and messages on behalf of the Sales Team and Director.
· Entered order details (Purchase Order) in the Computer Log Datasheet.
· Responded sales enquiries as received from Clients (existing/new) through Emails or via phone calls.
· Forwarded enquiries as received to designated Suppliers (Local or International).
· Prepared Prices Comparisons from all different Suppliers and checked with the Director or Sales Team for the total margin/profit of the order/enquiries received.
· Prepared Quotations and sent the same to the Customers (existing/new).
· Constant follow-ups with customer for order confirmation and purchase orders or any other requirement needed.
· Prepared job order (LPO) once order confirmation is received from the Client and send the same to the supplier.
· Prepared Tax Invoices for the confirmed order and send to the Client.
· Kept track on the status of all the Clients Orders (local/International).
· Kept Clients well informed of the order status, delays, etc.
· Coordinated Delivery Schedules/Timeframe with the local or international Suppliers and the Clients.
· Prepared Delivery Notes for all the materials to be delivered or for the sample presentation.
· Calculated overseas cost pricing including shipping and delivery costs with total margin/profit.
· Provided Customer Service for the Clients and constant follow-up with client for the payments.
· Maintained all on-going and completed project orders data log with total project cost.
· Prepared various MIS reports and presentations as needed.
· Assisted various departments: Structural, Mechanical, Electrical, Architecture and the Management Department.
· Controlled all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
· Ensured proper documentation control support is given to each project.
· Produced and maintained Document Progress Reports to Project Managers of several projects.
· Created and maintained Document Control and correspondence folders for individual projects.
· Worked in strict co-operation with the Project Managers to ensure project progress status integration. Ad hoc duties as required to assist the project team.
· Administered comprehensive Closeout Documentation of the project including attending closeout meetings with the Client, Main Contractor and all other Subcontractors.
· Liable in verification, acceptance, storage, distribution & coordination of various incoming documents and correspondences from 8 different subcontractors to Managers, Technical Leads & Engineers respectively.
· Confirmation, coordination, storage and submission of a variety of outgoing documents and letters from 13 different systems Managers/Engineers to the Main contractor.
· Maintained master document register of all latest documents/drawings including all other associated documents & correspondences for incoming & outgoing projects/programs.
· Preparation and submission of Smartworld Daily Site Report.
· Preparation and submission of Airport Airside and Landside including Material Entry and Exit Passes. Carried out any other tasks as required.
§ Managed the operation of the Technical Support central office.
§ Assisted the Production Managers and Engineers.
§ Assisted the sales, marketing, finance and the Purchasing Department.
§ Handled Petty Cash, prepared summary reports and managed the reimbursement claims.
§ Operated, maintained and updated document control processes via SAP ERP system.
§ Implemented and managed a divisional follow up system.
Carried out any other tasks as required.
§ Responsible in collecting, recording and retrieving of data, managing data storage and retrieval systems, proofreading and insure to obtain the required quota.