Document Controller
Saudi Aramco Mobil Refinery Co. Ltd. (SAMREF)
Total years of experience :5 years, 1 Months
a. Handling Pre-qualification process for suppliers & contractors.
b .Preparation of Bid Packages and cover letters, return labels etc., as necessary and forward Bid packages to the respective Bidders.
c. Self-correspondence with Contractors, Suppliers, Legal Department
d .Preparation of Contract Document, routing slips cover letters etc., as necessary.
e. To conduct Bid Opening at the appropriate date & time in accordance with the current approved departmental procedures.
f. Prepare letter of Intent, regret letters and to forward the Contract Documents to the successful Contractor.
g. Monitor pending Contract’s expiry and forward a Contractor Evaluation request (CER) to the appropriate End User representative at the end of the Contract Period.
h. Upon receipt of the completed CER, with both End User & Contracts Section elements filled out, perform the calculations to determine the rating for that Contract plus the overall rating.
i. Create & maintain the hanging files for both Contracts & Bids.
j. Monitor existing Qualified Contractor’s qualification status and raise re-qualification packages (cover letter plus questionnaire) for signature and forwarding to Contractors.
k. Route received Contractor Qualification packages to the appropriate departments for approval.
l. Scan and attach all the documents in SAP once it have been approved by the Management
m. Assign Vendor & File numbers to new Contractors. Create file and arrange sequentially in the filing cabinet.
n. Transmit Contract Amendments, letters and other documents/packages as necessary.
o. File all ongoing Contracts, Bid etc., correspondence.
p. Arrange for Bid Files & Closed out contract files to be archived in order to maintain adequate filing space.
q. Respond and action on all E-mails received from Sub-ordinates and Superiors.
r. Review the Purchase Orders (in SAP) Issued by the Buyers and notice to the consent buyer’s if any of them lacking approval from the Management