Document Controller
Arif & Bintoak Consulting Architects and Engineers
Total years of experience :12 years, 11 Months
•Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence.
•Serving as the primary point of direct administrative contact and liaising with other offices and individuals.
•Receive and respond to emails and correspondence.
•Editing the monthly report including: cost report (cash flow, payments & claims, variation orders), manpower histogram and site engineering documents.
•Coordinating and overseeing the day to day management of office supplies, maintenance of office equipment and other related activities.
•Ensure that copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
•Maintain updated records of all approved documents and drawings and their distribution clearly.
•Preparing the Monthly Time Sheet for Clients and our Head Office.
•Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy retrieval.
•Maintain the files and control logs as required by the project.
• Responsible of general office duties and assistance (answering all incoming calls, stationary ordering, filing and records keeping).
• Received and responded to emails and correspondence.
• Handled office petty cash.
• Assisted in writing requisitions (RFQ, ITB and RFP)
• Processed suppliers’ invoices and maintained the purchase order system.
• Prepared goods received note and monitored delivery.
• Issued checks for all account due after obtaining the general manager approval.
• Monitored contracts’ expiration date.
• Prepared monthly reports.
• Ensured all data are recorded and entered into the company database.
• Supported the Project Coordinator in tracking expenditures in all project locations.
• Accurately processed payment authorizations and requests.
• Managed daily financial and monthly records; issuing of checks, overseeing and controlling the project bank and cash accounts in all project offices.
• Prepared employment contracts and monthly payrolls for the staff.
• Managed administrative and financial matters of the office: DSA, travels, office inventory, etc.
• Established and maintained contact with all project vendors relating to invoicing and payments.
• Kept, sorted and scanned all project files and sat up a database for easy retrieval of information.
• Ensured all shipping documents are completed such as B/L or AWB, Packing list, Certificate of origin…etc.
• Monitored clearance of shipments and delivery.
• Assisted the project coordinator in all stages of procurement, namely writing requisitions, preparing purchase orders, negotiating and awarding of contracts.
• Monitored expenditures of the project against issued authorizations.
• Prepared monthly payroll for the employees and consultants.
• Established and maintained contact with all project vendors relating to invoicing and payments.
• Prepared vouchers, checks and bank transfers.
• In coordination with the project officers, prepared budgets for training programs that the project conducted for the beneficiaries and capacity building support to the partner CBOs/NGOs.
• Managed administrative and financial matters of the office: DSA, travels, office inventory, etc.
• Kept, sorted and scanned all project files and sat up a database for easy retrieval of information.
• Ensured all shipping documents are completed such as B/L or AWB, Packing list, Certificate of origin…etc.
• Monitored clearance of shipments and delivery.
• Assisted in analysis of quotations and preparing purchase orders.