Sr. Officer - Document Control
Dubai Silicon Oasis Authority
Total years of experience :20 years, 10 months
Receive and distribute documents to project coordinators or concerned engineers (according on allocated projects).
Registering of Internal and External documents to the Live Directory (Correspondence, Fax transmittals, Drawings Submittal/Transmittal, issued Violations and Contracts).
Maintain, manage archival activities and retrieves of controlled documents registers and validation files.
Assign reference numbers, project numbers and various other documents tracking numbers.
Assist with the implementation and management of drawings and documents through IBM FileNet-ECM software (Enterprise Content Management) and Microsoft Sharepoint System.
Ensure that all correspondence/drawings/confidential documents are acknowledged in case there is a dispute on whether documents were transmitted.
Following up and tracking correspondence/documents/drawings for progress and actions. Manage the document review process for consistency of document format and system concerns.
Creating design/map process within the department and assist in implementation of policy and procedure (e.g. Key process owner - Violation Notice & Fit Out Works).
Prepare drawing submittals and Transmits documents to other department; updating the schedules for Fit-Out Works and Villa Modification Works.
Prepare progress report for Fit Out Works and Villa Modification Works bi-monthly basis to track pending requirements as pre-requisite for issuance of completion certificate.
Maintain, archive and update the Department’s Employee Status (Performance evaluation, Leave and Training attendance, Employee of the Month, Employee’s details). Update Monthly Duty Roster Shift Schedule and Over Time Sheet.
Update department’s dashboard for external/internal correspondence bi-monthly basis.
Prepare correspondence (letter & memorandum) as directed by Line Manager. Maintain coordination with Managers and colleagues by assisting general administrative duties as to ensure tasks are carried out properly.
Coordinating with other departments in order to ensure the work is done as agreed and according to policy & procedure.
Coordinating and following up with Clients, Villa Owners, Tenants and Contractors for any specific projects, issues or complaints. Update the stakeholders about progress of works (e.g. Shops & Villas, Permit to Work, and Completion Certificate).
Prepare stationery/office supplies requisition through Microsoft Dynamic System.
Registering of Internal and External Correspondence.
Registering of Drawing, Material & Technical submittals (Civil, Architectural and MEP).
Registering of incoming and outgoing MEP releases for concrete/finishes works.
Registering of Non-conformance report (open & closed issues).
Filing, maintaining and distributing of drawings and controlled documents registered in a systematic project approach.
Archiving of tender contracts and BOQ documents.
Prepare monthly progress report for MEP and Civil Drawings, Material and Technical submittals.
Prepare submittal/transmittal for drawing, material, technical & request for information.
Manage the document/drawing review process for consistency and accuracy prior submission.
Distribute commented/approved drawings to the concerned Engineers.
Ensuring that drawing submittals are acknowledged in case there is a dispute on whether the drawings were transmitted.
Expedite the responses to document/drawing issues by following up to the Engineers.
Writing correspondence when required.
Registering of Internal and External documents.
File, maintain and retrieve the incoming and outgoing documents (hard & soft copy) for all department/section.
Distribute correspondence to the concerned department/section.
Distribute commented/approved drawing transmittals/submittals to the concerned department/section. Manage the document/drawing review process when required.
Ensuring that document submittals are acknowledged in case there is a dispute on whether the drawings were transmitted.
Expedite the responses to document/drawing issues by following up to the Engineers.
Writing correspondence when required.
Answer and transfer incoming calls to the concerned staff.
In-charge for documentation of Patients records and charts.
Prepare and monitor Daily, Monthly, and Yearly census.
Prepare and control Issuance/Claims of Birth, Death, Medical, Medico-legal certificate and Health insurance; Writing correspondence.
Issuance, filing, and retention of original and copy of Patient’s document (e.g. chart).
Perform office equipment such as photocopiers and facsimile machines.
Purchase office supplies.
Present accounts after treatment and handle money.
Responding to basic queries/information.
Assist patients and clients to other departments.
Coordinate to other departments for referral and notification.
Arrange appointments for callers or for people working in the organization and keep records of these.
Prepares and immediate actions for changing schedule of consultation and treatment.
Receives incoming call, talk and greet to clients; receive and process important documents/couriers.
Pines City Colleges Arts & Communication Department Power Communication & Self-confidence Workshop Baguio City, Philippines (August 1999)