Document Controller Site Secretary
Dar Al Handasah (Shair & Partners)
مجموع سنوات الخبرة :20 years, 8 أشهر
Operates, maintains, updates, and reports on the documents management and control system. Develops and maintains the filing system of hard copies of documents, drawings and samples. Produces periodic reports on status of project documents. Ensure that Project Team and Contractors comply with the document management system process and procedures. Work closely and liaise with contractors’ document control group in all matters relating to document control. Maintain records of engineering documents and drawings in hard copies and electronic files and approval status thereof. Daily routine activities of Document Control, including distribution of documents, tracking and retrieval of documents and drawings. Maintain registers of all receipts and issues or submissions of documents. Expedite the return of documents and approvals from internal and external parties to whom they have been issued or distributed. Register, log, distribute, track, issue, maintain and control office and site project documents and drawings. Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress. Manage archive activities for controlled documents and validation of files. Various typing of correspondences, memos, minutes and e-mails for members of Construction staff. Receive/dispatch all incoming/outgoing items, couriers and packages. Register incoming/ outgoing letters and provide information to the concerned person. Make sure that all incoming/ outgoing letters are input in Primavera Expedition. Maintain files and perform routine filing. Maintain and monitor attendance register. Responsible for making timecards and client attendances to all staff and send to our HR for their checking and approval. Ordering of site stationary. Providing general admin assistance to all staff when required. Act as back-up for Document Controller when necessary. Ability to follow instructions well and make decisions with no supervision. Attending telephone calls. Perform other related duties instructed by the Project Manager and Resident Engineer.
Data Entry Operator:
Encode generated quality and technical documents (Quality Manual, Quality Procedure & Technical Procedures, etc). Making a final report for Site Investigation including the entire appendix (Borehole Log, Profile or Fence, Sieve Analysis and the layout where the project located). Encode different Report & Test Certificate (Site Investigation Report, Pile Integrity, Dynamic Test, Field Density Test, Concrete Cube Test, etc.). Make sure that all documents are in PDF format. Responsible for making all the documents organized, and check all the control number according to ISO 17025. Maintaining filling systems.
Secretary:
Responsible for making correspondence. Arrange meetings and appointments to the client/customers. Handles sensitive information, reports and documents in a confidential manner. Back-up records and prevent unauthorized access or amendments. Making a Request Form for the entire test done inside/outside the laboratory. Responsible for making advertisement for all the job vacancy and forward to the local newspaper for publication. Excelled with minimal supervision, maintaining strong commitment to the company and colleagues. Encode all correspondence (Letter, Purchased Order, Technical Letter, Quotation and Inquiry) and fax it to the concern person. Responsible for filling of all Enquiries', Quotations, Letters, and Delivery Order.
Receptionist:
Answer customer phone calls, attending customer service issues, service request and complaints with a professional attitude projecting company image through phone interaction. Ensuring all visitors report to the reception and sign in. Answers, screens and forwards calls to employees concerned
Responsible to collect all faxed Purchase Order coming from the Customers. Encode all Purchase Order in Packing List Form, Quotation Form, Delivery Receipt Form and Invoice Form. Responsible for checking the freight per items. In-charge of sending Documents thru LBC in any particular places. Responsible by calling the Customers for the upcoming meeting. Filling of all finished Invoices. Entertain telephone calls and logged messages
Checking of Sales orders vs. in Purchase Orders coming from the Customers. Responsible for making of Invoices, Delivery Receipt and Quotation. Attached Purchase Order to the generated Invoices. Co-ordinate stocks availability to the warehouse and the items to be unserved. Inform Sales / Customers of items that are not available for possible re-booking Substitution. Responsible in checking Invoices that having a problem especially in Accounting Documents and report it to the concerned parties for some action. In-charge of submitting Header Registers to Accounting Department every end of the month. Filling of all Invoices that generated everyday. Responsible by calling the Customers for the upcoming meeting. Transfer all letters in MS Word that my supervisor made and mail it to the corresponding recipients. Entertain telephone calls