Document Controller/Administrative Assistant
CDM Smith Inc
Total des années d'expérience :20 years, 7 Mois
▪ Organize and review project documents with the engineering team and monitors quality to ensure all documents conform to established standards and procedures. Ensure accessibility, traceability, and accuracy of documents.
▪ Responsible to maintain the project records in prescribed formats. Also, responsible for receiving/distributing project documents using the Client’s database system such as APMS, PMWEB, PMIS, FCTS, Aconex, SharePoint, and Documentum.
▪ Control the numbering, filing, sorting, retrieval, and archiving of electronically stored or hard copy documentation produced by technical teams, projects, clients, or subcontractors in a timely, accurate and efficient manner. Maintain tracking logs for correspondences, CDM Smith Inc. submittal, and Contractor’s submittal.
▪ Monitor and review documentation and communications submitted and received from the client/subcontractors and ensure that document submittal requests are followed up and closed out.
▪ Provide editing, formatting, and technical assistance in the preparation of reports and confidential documents.
▪ Assist Executive Staff in several administrative tasks such as managing appointments, and arranging and coordinating meetings with Clients and Contractors. Attend meetings if required and take notes, prepare minutes of meetings and distribute them to the attendees.
▪ Handling correspondences including typing letters, maintaining uniformity in letters, recording and distributing correspondences to the CDM Smith team, Clients and Contractors.
▪ Monitor daily attendance records. Prepare monthly attendance summary for Client’s approval for the preparation of payment invoice.
▪ Acting as overall office manager and taking care of the availability of kitchen and office supplies, directory maintenance, logistics, office materials inventory, storage, sourcing for suppliers (vendors), submitting invoices, and managing records of vehicles used by CDM Smith staff.
▪ Manage office cash (petty cash) and reimbursements, and communicate with the main office accountant for the mobile allowances, expense reports and replenishments.
▪ Liaise with HR for the staff request for leave and timesheets.
▪ Acting as the main point of contact. Answer and route phone calls to the designated staff.
▪ Prioritize busy workloads and perform within a dynamic team environment. Provide support to the Project Staff including receiving, logging, filing, tracking, expediting, and distributing of correspondence, submittals, RFIs, and other Construction Project Controls/Quality Control documentation.
▪ Used Microsoft Excel and Aconex to maintain electronic logs and files. Upload and distribute documents to relevant parties in accordance with the document distribution matrix through the workflow.
▪ Collect data, assemble/prepare, and distribute various weekly reports and monthly reports.
▪ Control and manage the tracking, reproduction, and distribution of all drawings, specifications, sketches, and revisions.
▪ Prepare weekly and monthly report for the project. Prepare statistics, a summary of information, or attachments to letters prepared by the Manager, Senior, or Lead Engineers.
▪ Maintain a hard copy reference library of all documentation for quick and easy retrieval of information.
▪ Coordinate with the Client, Contractors, and other engineers for the project workflow.
▪ Research, scheduling, meeting arrangements, and travel arrangements. Attend all calls on multi-line telephones, jot down important information, sort mail, set appointments; do phone surveys/inquiries as needed. Maintain office supplies and monitored office equipment.
▪ Control project documentation as per the company’s procedures.
▪ Implement and maintain a document control system. Provide support to the Project Staff including receiving, logging, filing, tracking, expediting, and distributing correspondence, submittals, RFI’s, and other Construction Project Controls/Quality Control documentation.
▪ Use Microsoft Excel, Microsoft Access, and Document Control Reporting System (DCRS) to maintain electronic logs and files.
▪ Prepare weekly and monthly report for the project. Collect data, assemble/prepare, and distribute various weekly reports and monthly reports.
▪ Control and manage the tracking, reproduction, and distribution of all drawings, specifications, sketches, and revisions.
▪ Coordinate with the Client, Contractors, and other engineers for the project workflow.
▪ Attend and participate in construction and other meetings as required. Take and issue meeting minutes.
▪ Assemble and coordinate turnover packages including O&M Manuals, Warranties, owner training, punch lists, and other related items.
▪ Type all outgoing correspondences such as Minutes of Meetings; General Site Advice; Comments on Submittal for Material Submittal and Shop Drawings; Site Instructions; Site Memos etc. Maintain office supplies and monitored office equipment.
▪ Directly report to the General Manager, prepare correspondence letters, memos, invitation letters, etc. as directed, and arrange format and content for effective presentation of information.
▪ Maintain confidentiality of work records, file and log incoming and outgoing letters and documents, and maintain computer records including outgoing letters, supervision letters, general files, attendance cards, and hourly time records.
▪ Assist the manager in preparing Tender Documents and follow-up Tenders from the Contractors.
▪ Organize and file documents including incoming and outgoing documents, supervision files and design files, payment and receipt vouchers, and general files.
▪ Checking and compiling finished drawings (structural, architectural design, and services).
▪ Research, scheduling, meeting arrangements and travel arrangements. Maintain office supplies and monitored office equipment.
▪ Attend all calls on multi-line telephones, jotting down important information, sorting mail, and setting appointments.
▪ Calculate bills of expenses monthly, monitor monthly transactions as per company guidelines, and input data in the computer such as invoices, account receivables, etc.
▪ Accumulate all credit invoices prior to the statement of accounts, and keep copies on hand such as invoices, account receivables, etc.
▪ Prepare invoices and quotations for the projects; perform any other clerical and accounts functions when required and prepare payroll for the employees monthly.
▪ Directly report to the Service Manager. Prepare correspondence letters. Maintained and update files in the office.
▪ Checked daily transactions, particularly to the main office in Japan. Maintained confidentiality of work records.
▪ Follow up on unfinished service cars. Setting appointments and arranged meetings and travels.
▪ Do phone surveys/inquiries as needed and take down important messages from the clients. Maintained office supplies and monitored office equipment.
Collect and submit filled-up application forms and other documents for passporting from the office to the Department of Foreign Affairs.
•Follow-up entered applications and other documents from the Department of Foreign Affairs.
•Issued passport to contract workers, immigrants and tourists. Organized and filed documents. Screen phone calls and direct to the appropriate person.
courses: Training in ACONEX Program @ CDM Smith Inc. (November 9, 2017) •Training in Documentum & SharePoint @ CDM Smith Inc. (November 2013) •Training in ZuTec PDMS Program @ KEO International Consultants (April 2011) •Training in ACONEX Program @ KEO International Consultants (February 2011) •Training in Document Control and Reporting System (DCRS) Program @ GHD Glob (January 2008) •Completed On-the-Job Training in the Department of Foreign Affairs Consular Region Office