Project Secretary/Document Controller
Parsons International Ltd.
مجموع سنوات الخبرة :23 years, 2 أشهر
Company: PARSONS INTERNATIONAL LTD. (Joined 11-Nov.-2017 till present)
Al Otaiba Tower, Hamdan Street, Abu Dhabi, United Arab Emirates
Project: R102/2019 (Package 3) NE Projects Construction of the Road between Wadi Al Qawr Area and Link Road between Al Hibab R/A and Nazwa Road - Package 3, Sharjah, U.A.E.
Client: Ministry of Presidential Affairs (MOPA)
Started: 16 November 2019 - 30 June 2021
Job Title:
Document Controller/Admin. Aide
Nature of Work & Job Scale & Specific Responsibilities
• Responsible for the overall flow and process of documents and coordination between PMC, Parsons Head office and Contractor (M/s WBG) relating to project document issues.
• Controls, maintains, updates all the logs related to the project such as shop drawing, as built drawing, material submittal, pre-qualification, RFI, NCR, CAD, WIR and all Correspondences (Incoming/Outgoing), and other technical documents.
• Updating/uploading submittals/documents -in Parsons online shared folder (ParDocs).
• Distribution/delegation of hard copies to all correspondence / submittals / documents (soft and hard copy) related to the project as per RE’s comment.
• Processing Work Inspection Request (WIR)/Request for Inspection and Approval (RFIA).
• Assuring all records must be legible, dated identifiable and traceable to the activities involved.
• Assuring all records must be stored and maintained in such a way that they are readily retrievable and protected against damage, deterioration or loss.
• Keeping a thorough check over all the documents.
• Checking all the documents before it goes out of the office.
• Checking the drawings, outgoing drawings and marking revisions.
• Filing as per Index List in a proper manner.
• Ensuring the implementation of the document control procedures.
• Procurement and distribution of office stationery.
• Formatting/drafting of letters and Minutes of Meetings.
• Drafting letters to authorities for the submission of shop drawings and materials approval.
• Support for other related administrative work.
Project: 60-004 Event Infrastructure Package
50068 - Construction Support Services Supervision Consultant (Logistics)
Expo 2020
Client: Expo 2020, Dubai, U.A.E.
Started: 11 November 2017 - 29 Sept. 2019
Job Title: Document Controller/Secretary
Nature of Work & Job Scale Specific Responsibilities:
• Assists Resident Engineer / Asst. Resident Engineers for all documents needed for the project.
• Logging in the computer all the information pertaining to incoming and outgoing correspondence.
• Updates, monitors log for RFI's, Letters, General Correspondences and other emails.
• Receiving/Distribution/Delegation (hard copies) and follow ups via Aconex System and e-mails.
• Responsible for RFI distribution, updates and monitors to designated person/team to ensure close-out through Aconex System.
• Responsible in filing as per index list in a proper order of documents such as letters, general correspondences, RFI, reports and other related documents for the project.
• Transmitting Record of Meetings, Audit report, HSQE and other reports via Aconex System.
• Drafting/preparation of letters to Authorities for the submission of documents and ensure documents/drawings are dispatched to the right destination.
• Uploading/Registering all receiving copies from to Authorities in Aconex System.
• Processing Work Inspection Request (WIR)/Workflow in Aconex System.
Other Administrative Duties:
• Formatting and coordinate updates of the Records of Meeting to all the concerned persons.
• Arrange/coordinate meeting room schedule.
• Sending meeting invitations via e-mails (outlook).
• In-charge of site vehicle keys and its log form.
• Procurement and distribution of office stationery.
• Coordination to site staff within the project and other Expo projects for any work related issue.
• Ensuring to implement the document control procedures.
• Assisting the Projects Manager for preparation of tender/contract documents for submission.
• Point of contact to assigned Tender project for Bid to all invited tenderers.
• Assisting Architects / Quantity Surveyors for all submission related to the project.
• Controls, maintains, updates and distributes any correspondence/submittals / documents (soft and hard copy) for all projects. All records must be legible, dated identifiable and traceable to the activities involved. They must be stored and maintained in such a way that they are readily retrievable and protected against damage, deterioration or loss.
• Assigned as a reliever in head office/site office.
• Assist the Project Manager/Client in the preparation of all documents needed in the site office.
• Receive and distribute all official incoming /outgoing documents using Aconex system.
• Controls and maintains the correspondence/submittals at the project.
• Maintain a computer-based record of all incoming and outgoing correspondence/submittals.
• Update the tracking log of all Technical Submittals for the project.
• Controlling all technical documents. Manage the documentation through an easy tracking system.
• Day to day coordination with the Project Manager/Client/Contractor.
• Assigned in Estimation department and assists the General Manager, Contracting Division for all documents needed related to the projects.
• Update, maintain and controls logging for all incoming/outgoing documents.
• Controls, maintains and updates the entire correspondence/documents for all projects.
• Maintains and updates a computer-based record of client, subcontractors company, incoming, outgoing and interoffice correspondence/documents for all projects.
• Prepares inquiries, collating quotations and other related documents for Tender project.
• Prepares Technical submission and Company Pre-Qualification for Tender submissions.
• Assists the Estimation engineers for preparation of tender submissions.
• Assists the Estimation engineers for preparation of any correspondence/contract to the subcontractors.
• Prepares/update project status report under tendering stage, submitted tenders and projects under construction.
• Controls and maintains the entire MEP correspondence at the project.
• Maintain a computer-based record of all incoming and outgoing correspondence.
• Assist the Project Manager/Head of Department in preparation of all documents.
• Answering and handling telephone calls.
• Filling and logging all the project documents directed by the Project Manager.
• Forwarding all official incoming mails/letters to the concerned Managers / Engineers.
• Controlling all technical documents. Manage the documentation through easy tracking system.
• Day to day coordination with the project manager/head of department.
• Qualifies buyer(s)/borrower(s)
• Conducting final interview
• Evaluation and collation of loan documents
• Processing of loan under Bank regulations and policies
• Prepares letters, memos and weekly report
• Creates presentation chart, monthly inventories and construction report.
• Conducting site orientation and seminars.
Finished my 4 years course in Bachelor degree major in Computer Science