Project Site Secretary / Document Controller
Al Hitmi Facility Management
Total years of experience :27 years, 9 Months
Responsible for budgeting and liquidating the petty cash.
* Dealing with Contractors & Supplier before approving the contracts.
* Processing of Quotations, LPO’s and Invoices.
* Maintains office services by organizing office operations and procedures; preparing payroll; controlling
correspondence; designing filling systems; reviewing and approving supply requisitions; assigning
and monitoring clerical functions.
* Completes operational requirements by scheduling and assigning employees, following up on work
results
* Keeps management informed by reviewing and analyzing special reports, summarizing information,
identifying trends.
* Maintains office standby by recruiting, selecting, orienting and training employees.
* Maintains professional and technical knowledge, reviewing professional publications, establishing
personal networks.
* Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing
variances, initiating corrective actions.
* Contributes to team effort by accomplishing related results as needed
* Inputs data from CAFM (Computer Aided Facility Management) Software.
* Maintain hard copy and electronic filing system.
* Coordinate and maintain records for staff office space and office keys.
* Maintain and distribute staff weekly schedules.
* Writing and preparing reports, documents, and spreadsheets.
Duties and Responsibilities - Procurement Clerk
* Prepare purchase orders and send copies to suppliers and to departments originating requests.
* Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
* Respond to customer and supplier inquiries about order status, changes, or cancellations.
* Perform buying duties when necessary.
* Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late
deliveries, and other problems.
* Review requisition orders in order to verify accuracy, terminology, and specifications.
* Prepare, maintain, and review purchasing files, reports and price lists.
* Compare prices, specifications, and delivery dates in order to determine the best bid among potential
suppliers.
* Track the status of requisitions, contracts, and orders.
* Calculate costs of orders, and charge or forward invoices to appropriate accounts.
* Locate suppliers, using sources such as catalogs and the internet, and interview them to gather
information about products to be ordered.
* Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping
purposes.
Duties and Responsibilities - BMS Operator (Building Management System)
* Monitor the BMS & Fire alarm systems during typical office working hours.
* Make adjustments to the systems once the building management has approved the changes.
* Report problems to the building management using pre determine protocols.
* Monitor BMS for changes outside of normal operating parameters and report these to the relevant
persons /organization.
* Adjust settings on the BMS (Building Management System) / ELV (Extra Low Voltage) systems as
instructed.
* Log information and distribute the information as required.
* Monitor the CCTV during office working hours and ensure that back up procedures are followed.
* Contact the relevant authorities/persons during an emergency situation.
* Assist the security department in parking management enforcement.
* Assist the reception desks in the issuance of access passes.
* Assist the building management in the safe running of the building.
* Highlight and maintenance issues which may arise.
Releases and receives of all documents coming from all offices and companies in and out of City Hall to be
signed by the City Mayor and City Administrator.
* Logs incoming documents for signing by the City Mayor and City Administrator.
* Makes communications letters (referral, recommendation, endorsement, certification, authorization, travel
order, request letter, memorandum) as instructed by the Local Chief Executive.
* Helps in processing and releasing of business permits.
* Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing of
documents (marriage contract, communication letters, memorandum, MOA’s (Memorandum of
Agreement).
* Regularly assists visitors’ / people’s concerns, phone calls and dissemination of important documents /
papers to other offices.
* Preparation of ALOBS (Allotment and Obligation Slips), Purchase Request, Purchase Order, Petty Cash and
Disbursement Vouchers, Payroll.
Arrange paper documents in a way that is accessible, organized and secure.
* Establish filing systems and properly sort all paperwork into its respective places.
* Handling documents within a flow system and procedure, archiving, security, packaging and
publishing.
* Proper handling and filling of documents including data entry and encoding
* Ensure that necessary documents can be provided when required.
* Organizing meetings, handling telephone queries, dealing with correspondence (mail and email),
handling employee time sheets, registering internal and external documents and managing these
documents in terms of filing and access.
Duties and Responsibilities:
* Checks and arranged the files that are being encoded.
* Prepares daily report on speed and accuracy of every project.
* Assists and conducts orientation on Encoders for a new project.
* Validates the correctness of keyed data.
* Edits all errors and keying as found and identified by the Quality Control Clerks.
* Reformats data in cases when there are changes or updates in the requirements of the project based
in the client’s needs.
2. Data Encoder
Inputs data from documents following different instructions and specifications of varying projects as
conveyed and explained by the immediate
