Document Controller / Secretary
Technip Middle East
مجموع سنوات الخبرة :7 years, 8 أشهر
Liaising with clients/vendors and attend meetings with clients as required.
Liaising with Project Team/Client via email, phone call for any queries.
Provide administrative assistance to the Project Manager and Project Team
Trace, log and manage internal distribution of all incoming and outgoing communication.
Receive Deliverables from Internal Discipline and Input to PDB (Project Database), to provide current and accurate transmittal status, due dates, and actions needed to be taken.
Ensure the accurate and complete incoming and outgoing transmittal of deliverables pulled directly from PDB (Project Database) with reference files included. Vice versa collating internal comments for return to external contractors.
Ensure authorized clients and internal distribution has received the transmittal packages through email using IBM Lotus Notes.
Receive comment and vendor transmittal and update into PDB to review by internal discipline.
Enable recipients to easily acknowledge, download, review, and respond through internal-and external facing web-based portal.
Download & Upload Documents in EDMS for any purposes.
Responsible in preparing the Monthly Report of each Project (Table and Chart) in Project Documents Registry Log link from PDB for easily traceable of Project Progress.
Scanning and photocopying the documents and renaming the soft copy into the Project Server and protect all documentation for Project Group for efficient retrieval.
Perform precisely in accordance with the project document control procedures such as allocation and controlling of all incoming and outgoing documents that are being produced and circulated on the project.
Stamp, log and check-in all drawings, specification and documentation as required by the project and delivering all CRFIs to Consultant Document Controller for everyday Inspection.
Responsible in maintaining our electronic document management system that can be easily facilitated for simple retrieval of both the hard and soft files as per immediate demand by user.
Receiving & checking all Data Sheets Inspection date and time from Subcontractors to ensure the availability of the Site Engineers.
Maintain records for CRFIs (Construction Request for Inspections) into the standard registers ensuring that the information is accurate and up to date. CRFIs are properly maintained for confirmation of site work done and for facilitating billing purposes.
Maintain and Update the CRFIS logs in Excel for easy traceable of CRFIs.
In charge in updating the project work progress report (CQC Report) in line with all the inspections result for the whole week, daily update of the same is also maintained as maybe required.
Copying and burning of CQC Report into CD’s or DVD’s and submitting to P & E Department.
Scanning and photocopying the documents and renaming the soft copy into the hartserver, Scan and rename all the transmittals and put into the hartserver.
Support with client document control teams to ensure all controlled project Document is current and complete
Determine impact to project as per document updates and communication impact and document updates to all required project departments
Work with the Quality Control team to develop, control and turnover project
Communicate directly with the QA/QC Manager and Senior Engineer for possible upgrade of procedure that is more convenient.
Prepare everyday CRFIs Inspection Report for Architectural works using Excel.
Email the CRFIs Inspection Report (Archi, Struct, MEP) within the department and assigned discipline.
Systematic Filing of all documents received from supplier, letters and invoice.
Sorting, and organizing documents and maintaining database system.
Scanning and photocopying the documents needed by the owner.
Conduct internal audit of document control area to ensure compliance. Dealing with inquiries, receiving calls, and identifying staff supplies.
Communicating with staff on matters relating to available supplies.
Performing maintenance and physical inventory on a daily basis to ensure the stability of the supplies.
Responsible for all incoming and outgoing correspondence.
Attending meetings and keeping records and minutes of meeting.
Implementing new procedure and analyzing problems.
Implementing and monitoring of methods on First in First out (FIFO) for products to be dispatched.
Filing, sorting, and organizing documents and maintaining database system.
Attending meetings and keeping records and minutes of meeting.
Performing maintenance and physical inventory on a monthly basis.
Responsible for checking and coordinating plans received from Japan and make it available for authorization.
Photocopying the House Plan from Japan for Distribution within the Departments (Piranesi, Archi, and Planning
Input the information of the House Plan (e.g type of house, windows and doors) in Date Management System.
Day to Day Documentation Letters/ Faxes/ Photocopying.
Preparation of folders and labels. Preparation of memos, meeting agenda and minutes of meetings.
Attend meetings and workshop to develop planning department project control strategy.
Coordinate with other departments for any documentation issue and solve as a team effort.
Provide support for staff within the department on various requirements such as requested and follow up with concerned departments.
Filing, sorting, and organizing documents and maintaining database system.