Project Administrator (Core Team) / Aconex Organization Admin (SR. Doc. Controller)
Dar Al Riyadh
مجموع سنوات الخبرة :17 years, 9 أشهر
Activities and Responsibilities:
▪ Coordinate all activities related to Document Control procedures in relation to storage of technical documents, weekly/monthly reports, material submittals, drawings, site instructions, meeting minutes and correspondence.
▪ Ensure that controlled soft copies of the latest approved documents are given to the appropriate staff as applicable.
▪ Tracking the pending documents through the weekly overdue reports and notifying the involved party to take appropriate action.
▪ Coordinate all activities related to Document Control procedures in relation to storage of all incoming & outgoing documents.
▪ Management and administration of the electronic document management system (Aconex).
▪ Administering and managing the document management system and Information Management System;
▪ Managing the review, approval, distribution and archival of new and revised controlled and uncontrolled project documents;
▪ Ensuring documents are periodically reviewed for relevance and accuracy to ensure actual practices are reflected as defined in applicable procedures;
▪ Identifying, implementing and managing document control process improvements to ensure compliance with regulatory requirements;
▪ Participation in or completion of periodic audits of documents and records to ensure regulatory compliance and provision of support for the quality management system during external and internal audits;
▪ Providing on-going support and training to the project team on the document management system and procedures;
▪ Preparing document management status reports for quality management review.
▪ Coordinate with HR for staff recruitment, relocation, mobilization and on boarding process for new hires.
▪ Coordinate with the client to identify and define project requirements.
▪ Partner with HR to update and maintain office policies as necessary.
▪ Coordinate with IT department for all office equipment and maintenance.
▪ Assist in the preparation of project proposals, timeframes, schedule and budget.
▪ Preparing the snag lists for all the projects.
▪ Handle any issues that arise with the staff.
▪ Act as the point of contact and communicate between all employees and the other departments.
▪ Create and maintain the project documentation and reports.
▪ Prepare project organization charts.
▪ Effectively and accurately communicate relevant project information to the client and project team.
▪ Prepare the monthly invoices and submit it to the client.
▪ Track and analyse the receivables from the client.
▪ Monitor the performance of the project managers and prepare the evaluation reports.
▪ Monitor the attendance of all the staff and reviewing the weekly timesheets.
▪ Dealing with correspondence, complaints and queries.
▪ Organize meetings.
▪ Arrange appointments.
▪ Day to day management of administrators ensuring all the flights bookings for business trips in & out the Kingdom and hotels requests are actioned according to the company policy.
▪ Ordering stationery and furniture.
▪ Daily dealing with multinational staff from USA, England, Egypt, Saudi Arabia, Germany, Australia and South Africa.
▪ Coordinate all activities related to Document Control procedures in relation to storage of technical documents, weekly/monthly reports, material submittals, drawings, site instructions, meeting minutes and correspondence.
▪ Maintain and manage all documents for project to ensure that it is easily accessible and stored according to organization requirements.
▪ Check/validate/verify all documentation, including correct numbering, revisions, status, format, title and legibility.
▪ Ensures integrity of coding and system content.
▪ Proper registration of all incoming/outgoing documents.
▪ Receiving and proper distribution of incoming documents.
▪ Prepare table of contents and reference lists.
▪ Type, copy, distribute, and file all the Project correspondence.
▪ Ensure that controlled copies of the latest approved documents and drawings are given to the appropriate staff as applicable.
▪ Scan all received and sent hard copy documents in PDF for electronic storage A4, A3 & A0.
▪ Filing all out-going and incoming documents.
▪ Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
▪ Organize and manage electronic files/documents.
▪ Tracking the pending documents through weekly progress reports and notifying the involved party to take appropriate action.
▪ Generates electronic/hard-copy document control reports as needed.
▪ Arranges document cataloguing, packing, and long-term storage and disposal of appropriate engineering documents at time of project closeout if it required by the project director.
▪ Assist in the preparation of the minutes of meetings with the project manager.
▪ Office administration duties, office furniture, office well-being, maintenance requests and materials orders, etc.
▪ Coordinate all activities related to recruiting Consultants from abroad with the other departments such as issuing the visa, booking the tickets, arranging the accommodation and car, preparing the assignment documents, ensure that it meet the organization requirements, approvals / signatures, preparing the payment requests for them and follow the bank transfer.
▪ Preparing the snag lists for all the projects.
▪ Coordinate all the government correspondence between ADA and all other authorities and ministries.
▪ Maintain a list of office furniture and equipment together with a list of site offices work station equipment, and monitor them.
▪ Prepares drafts memos, and maintains various reference documents.
▪ Assist in the preparation of PowerPoint / Adobe InDesign presentations and reports.
▪ Server administrator and the other IT duties / support.
▪ Assist users in access, logon/logoff and troubleshooting.
▪ Generate the weather reports and managing the weather station.
▪ Prepares timesheets for all office staff such as engineers, surveyors and landscape architects etc.
▪ Preparing credit notes according to the sales of the month and our customers categories.
▪ Monitoring the sales and promotions monthly.
▪ Issuing the credit notes to the customers.
▪ Prepare the monthly claims to Proctor & Gamble Co. to refund our promotions expenses.
▪ Maintains financial records by analysing balance sheets and general ledger accounts.
▪ Reconciles general and subsidiary bank accounts by gathering and balancing information.
▪ Providing financial status information by preparing special reports.
▪ Corrects errors by posting adjusting journal entries.
▪ Maintains general ledger accounts by reconciling accounts receivable detail and control accounts; adjusting entries for amortizations prepaids; analyzing and reconciling retainage and accounts payable ledgers; preparing fixed asset depreciation and accruals.
▪ Secures financial information by completing database backups; keeping information confidential.
▪ Maintains accounting controls by following policies and procedures; complying with legal requirements.
▪ Updates job knowledge by participating in educational opportunities; reading professional publications.
▪ Accomplishes accounting and organization mission by completing related results as needed.
Qualification: Bachelor’s Degree of Commerce University: Tanta Faculty: Commerce