Lead Document Controller
AECOM Arabia
Total years of experience :27 years, 0 Months
Maintaining project correspondence (hard copies/digital copies) which can be stored / retrieved / archived / indexed efficiently.
Review and evaluation of the project environment and existing document management processes.
Maintain a list of office furniture and equipment together with a list of site offices work station equipment, and monitor them.
Coding and numbering of all incoming and outgoing documents.
Responsible for tracking and monitoring the distribution, submittal and reconciliation of process or reference.
Preparation for outgoing correspondence logging-in & dispatch/track/monitor/coordinate/follow-up.
Review reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures.
Tracking of Client/ Contractor’s submittals and assigning workflows for design review process
Ensure that accurate and reliable information is readily available, wherever and whenever required.
For continuous monitoring of procedure implementations, set control and check points.
Drafting & Typing of letters and reports on behalf of the organization. Generate electronic/hardcopy reports as needed by the project managers or directors.
Assist in the preparation of the minutes of meetings with the project managers and directors.
rovide support and advice to all the participants of the project to develop and maintain open communications and positive working relationships.
Ensure a cohesive team work with the secretary and projects administrators and managers. Maintain excellent service ability to the entire team.
Other office functions i.e. filing, archiving, phone calls, meeting scheduling, emails, availability of office supplies & stationery, contacts database, etc.
Office administration duties, office furniture, office well being. maintenance requests, and materials orders, etc
Daily Time keeping of the staff & preparation of weekly & monthly timesheets accordingly.
• Manage all types of documents being circulated within the working premises
• Responsible for tracking and monitoring the distribution, submittal and reconciliation of process or reference.
• Maintaining a comprehensive filing system and retrieval of all relevant office record whenever required.
• Receiving /logging in the Incoming correspondence related to the project.
• Preparing for outgoing correspondence logging-in & dispatch/track/monitor/coordinate/follow-up.
• Day-to-day update of in-out log register, meeting minutes log, preliminary, detailed & construction drawings register, & other necessary registers.
• Providing input for monthly progress report.
• Tracking of Client/ Contractor’s submittals and assigning workflows for design review process
• Maintain an organized system for locating documents, adhere to security and confidentiality guidelines.
• Ensure that accurate and reliable information is readily available, wherever and whenever required.
• Coordinate, multi tasks and share knowledge on document control processes and procedures with the team
• Clerical support to project team.
• Maintaining project correspondence (hard copies/digital copies) which can be stored / retrieved / archived / indexed efficiently
• Established a comprehensive document management and control system for the significant client of the company, NIKE with ½ million monthly production of soccer.
• Ensure the compatibility of the system in viewing the volume and significance of the client.
• Updating of the system whenever required.
• Under the system manage all types of documents being used and circulating within the working premises.
• Organized a team to handle the system.
• Coordinate, multi tasks and share knowledge on document control processes and procedures with the team
• Lead the team in the direction to handle the working efficiently.
• Set the procedure of Coding and numbering documents.
• Receiving /logging in the Incoming correspondence related to the project.
• Ensure that accurate and reliable information is readily available, wherever and whenever required.
• Maintain an organized system for locating documents; adhere to security and confidentiality guidelines.
• Review reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures.
• Day-to-day update of in-out log register, meeting minutes log, preliminary, detailed & construction drawings register, & other necessary registers.
• Responsible for tracking and monitoring the distribution, submittal and reconciliation of process or reference.
• Acts as liaison between the management and staff, by transmitting memos, instructions and assignments and following up on their status.
• Maintaining all types of correspondence (hard copies/digital copies) which can be stored / retrieved / archived / indexed efficiently.