Document controller and CEO assistant
Chint egemac
Total years of experience :18 years, 9 months
Responsible for all projects documents, transmittals, submittals & correspondences and
ensure proper distribution, monitor proper classification & sorting of documents
Reviews completeness of documentation and prepares document transmittals.
Responsible for overall coordination of controlled documentation within the company.
Receives and registers Client provided document for detail engineering or construction
Engineering project, including in-house generated document
Responsible of all company stamps and all types of certification and license
Develop reports for the work flow
Coordinate the approval cycle of each department
Implementing and maintaining office administrative systems.
Partner with HR to maintain office policies as necessary
Recording and managing office budget & expenditures.
Preparing letters, reports, presentations.
Dealing with incoming email, faxes and maintain the filing system.
Maintain an adequate inventory of office supplies
Assist in the preparation of regularly scheduled reports.
Organize and schedule appointments, plan meetings and take detailed minutes.
Assist the managers and employees in the administrative issues as requested.
Scans, images, organizes and maintains documents to keep documenting system updated.
Implement and maintain document control processes and procedures.
Develop and maintain the Document Management System.
Manage all flows of documents either in electronic form or on paper support
Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving).
Maintain and manage electronic and hard copy documents as required.
Administers archiving inactive records in accordance with the records retention schedule to keep compliance.
Receives and processes document change requests from all departments and ensures required approvals.
Identifies, eliminates and disposes obsolete documents and forms by following Quality Management System (DymaDoc) Control of Documents and Control of Records requirements to avoid misuse of outdated documents or forms.
Acting as a first point of contact: dealing with correspondence and phone calls
Managing diaries and organizing meetings and appointments, often controlling access to the Managing Director
Arranging travel, visas and accommodation and, occasionally, traveling with the Managing Director (inside and outside Egypt) to take notes or dictation at meetings or to provide general assistance during presentations;
Organizing events and conferences
Reminding the Managing Director of important tasks and deadlines
Typing, compiling and preparing reports, presentations and correspondence
Develops Filling system hard copy and soft copies.
Implementing and maintaining procedures/administrative systems
Liaising with staff, suppliers and clients
Executing all kind researches requested by Managing Director.
Taking meeting minutes.
Plan in-house or off-site activities like parties, celebrations and conferences.
Maintain the office condition and arrange necessary repairs.
Producing documents, briefing papers, reports and presentations;
Organizing and attending meetings and ensuring the Managing Director is well prepared for meetings;
Handles meetings inside and outside the company.
Follows up pending subjects & report the feedback
Support direct manager with all related Admin work.
Assist in setting appointments and organizing Agenda.
Attend meetings and develop its MOM.
Follow up specific tasks as per Direct Manager assignment.
Prepare excel sheets.
Perform a wide variety of executive secretarial and administrative duties as required by daily.
Schedule and arrange meetings.
Direct preparation of records such as agenda, minutes, and resolutions for meetings.
Handle and manage Filing.
Prepare power point slides and small reports.
Assist in the planning and preparation of meetings, events, and conferences.
Perform general office duties such as ordering supplies, maintaining records management.
Systems, and performing basic bookkeeping work.
Communicate and handle incoming and outgoing communications
bachelor's
french language