Executive Sec & Document Controller
Ghantoot Group
Total years of experience :23 years, 9 Months
• Serves as a lead document controller, provide training and oversight to the assistant document controller.
• Keep track of all submittals' replies to ensure they do not exceed their due dates.
• Preparing weekly and monthly reports showing the current status of submittals for all ongoing projects.
• Logging & filing maintaining for all contract exchanged documents for all ongoing projects.
• Maintaining the logs at Site & Office for the following:
• Submittals, Minutes of Meetings, Daily Reports/Progress reports, Request for Information, Site Instructions, Inspection Requests, Change Orders, Schedules update.
• Perform all the duties of the Document Center Coordinator (Scanning, Archiving).
• Other document control issues that may arise.
• Performs duties in a manner supportive of a safe and healthy working environment. and exercises safety precautions while in the office.
Administration duties:
• Assists in the duties of the Executive Assistant.
• Prepare and update weekly project's report presentation.
• Prepare minutes to all meetings and presentations
• Prepare required presentations for the Technical Department.
• Provide required secretarial and administrative tasks to the acquisition manager.
• Provide assistance to the technical, maintenance and the construction office in administrative related issues.
• Produce and summarize miscellaneous reports requested by The Upper Management.
Document Controlling Duties
• Serves as a lead document controller, provide training and oversight to the assistant document controller.
• Keep track of all submittals' replies to ensure they do not exceed their due dates.
• Preparing weekly and monthly reports showing the current status of submittals for all ongoing projects.
• Logging & filing maintaining for all contract exchanged documents for all ongoing projects.
• Maintaining the logs at Site & Office for the following:
• Submittals, Minutes of Meetings, Daily Reports/Progress reports, Request for Information, Site Instructions, Inspection Requests, Change Orders, Schedules update.
• Perform all the duties of the Document Center Coordinator (Scanning, Archiving).
• Other document control issues that may arise.
• Performs duties in a manner supportive of a safe and healthy working environment. and exercises safety precautions while in the office.
Administration duties:
• Assists in the duties of the Executive Assistant.
• Prepare and update weekly project's report presentation.
• Prepare minutes to all meetings and presentations
• Prepare required presentations for the Technical Department.
• Provide required secretarial and administrative tasks to the acquisition manager.
• Provide assistance to the technical, maintenance and the construction office in administrative related issues.
• Produce and summarize miscellaneous reports requested by The Upper Management.
•Maintaining the submittals logs at Site & Office using Microsoft office Applications & Prolog Manager Program for following up projects document Has a key leadership role in creating and implementing the new Acquisition department’s Electronic Filing system.
• Preparing minutes and agendas for the weekly meetings.
• Prepare weekly reports showing the project’s status.
• Assists the Project controls manager.
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• Assists in the duties of the Acquisition department’s Executive Assistant during the regular absences.
• Responsible for Managing, receiving, maintaining, distributing and filing all incoming and outgoing correspondence.
• Responsible for following up providing office requirements.
• Responsible for dealing with the computer hardware and networking issues.
• Helping with preparing offers and Bill of quantities for Contracts
• Responsible for correspondences with foreign suppliers on the Internet.
• Responsible for paper and computer works.
• Responsible for organizing appointments.
• Responsible for dealing with domestic clients.
• Responsible for issuing clients cards and organizing fairs
• In charge of incoming sales calls and telemarketing the company products
• Responsible for paper and computer works
- In-Patient Accountant
- Financial Manager’s Secretary
- Out-Patient Accountant
