Project Administrator /Document Controller
alstom
مجموع سنوات الخبرة :16 years, 0 أشهر
(A) Presently associated with “Alstom Grid” (formerly AREVA T&D) Dubai, UAE, as a Project Administrator /Document Controller since June 2010 as Outsource employee.
Our company is Main Contractor of DEWA, SEWA, FEWA, ADEWA etc. to built, design, install, testing & commissioning till energisation of 132/11kV, 132/22kV & 440/132kV substations.
Job Description: As a Project Administrator /Document Controller
• Making correspondence
• Manage the process of correspondence distribution
• Manage office documents compilation
• Controlling of all documents under quality procedures and updating in database.
• Handling of contract drawings, keeping track in computer generated program.
• Comments which is received form the clients is circulated to the concern engineers.
• Maintaining all scan copies of the documents and saving in the server of the related project.
• Updating the document status in the database .
• Generating weekly report & Monthly report of each substation of the related project.
• Preparing transmittals and distribution of engineering, supplier and technical data as required.
• Assigning numbers to drawings / documents.
• Establishing and maintaining files and computerized indexes for active engineering documents.
• Assist in preparing an operations manuals (e.g., develops the index, binders, dividers, etc., and ensures timely printing and assembly) and/or job data books (pulls drawings and documents, cover sheet, etc. ensure timely reproduction and assembly.)
• Keeping supporting documents for cost control
• Distribution of documents to contractors and subcontractors.
• Submission and Monitoring of Valid Drawings (RFC)
• Preparation Drawing Records/ distribution list.Controlling of all documents under quality procedures and updating when required.Taking Dictation and transcribing.
• Preparing transmittals and distribution of engineering, supplier and technical data as required.
• Establishing and maintaining files and computerized indexes for active engineering documents.
• Ensure project drawings and documents are issued in a controlled manner and within agreed time-scales, this includes work pack preparation and issue.
• Uploading / downloading, copying and printing of incoming and outgoing project documents and drawings.
• Maintaining Drawings register, updating on regular basis, distribution of received transmittals, letters or any kind of inward document.
• Arranging and Filing all documents/ Drawings in a proper professional way.Controlling of all stationary. Looking after stationary requirement and stock for all sites. Preparing documents for faulty equipments & shipping them to concern parties, tracking Shipments.
• Coordinate and facilitate the Deputy Director and Management team calendars to arrange appointments, meetings, and conferences
• Update of Logs such as Inspection Request, Concrete Pour Logs, Site Notes Logs, Correspondence to/from Sub contractors and client, Material / Instruments in and Out and Drawing status.
• Preparation Material issue slip, Purchase Request , Transfer Material slip and gate pass.
• Raising LPO online for processing invoices of suppliers and ensure payments appropriately.
• Preparation Of Material Receiving / Inspection Report(MRIR)
• Preparation of Daily Progress Report (DPR), Weekly Progress Report (WPR) and Monthly Progress Report (MPR).
• Follow up Delivery of material with suppliers
• Coordinate with suppliers and subcontractors.
• Assure good house keeping within the stock room vicinity (Container)
• Monitoring of office site maintenance.
• Cordinate to Safety Officer ensure safety standards are met by the third party contractors at all times while conducting maintenance jobs in order to divert any HSE hazards.
• Manage muster roll and over time of manpower supply and staff
Responsibilities:
• Documents receiving, distribution & controlling.
• Ensuring the records are maintained and filed and can be retrieved as and when required.
• Prepare correspondence for the general administrative matters.
• Ordering stationeries and following up of the budget.
• Prepare & follow-up of holiday schedules.
• Ensures liaisons / good communications with all sites.
• Visas formalities for employees.
• Sorting out queries regarding mails/couriers from/to businesses and functions and the courier companies.
• Maintain and follow up on annual maintenance contracts for office equipment, muncipality car parking cards and company residences.
• Raise LPO for MMI invoices and suppliers invoices for all business/functions and forward to respective business/function leader for approval. Follow up with Finance Department and Suppliers on payments. Good control over credit notes from MMI to be maintained and coded against respective cost codes. Remittance advices are forwarded to suppliers to resolve any issues.
• Maintaining an efficient filling/archiving system for all documentation such as Trade Licences, agreements, suppliers invoices and orders, maintenance companies etc
• Take over the responsibilities of Govt. Relations Co-ordinator or Admin. Relations Assistant during leave period and/or additional workloads.
• All Bank matters Deposit//collection
• Other Formalities
Organize the duties of drivers
Guide in Driving license obtaining for new employees
Issuance of Parking Card
Medical insurance
Reservation of Meeting Rooms / Video Conferencing room