Administrator Document Controller
Dubai Silicon Oasis Authority
مجموع سنوات الخبرة :16 years, 8 أشهر
> Responsible in controlling and maintaining the proper record of the Department documents such as Employment Visa files (visa copies, passport copies, employment contracts, medical results and emirates ID copies); Visa Cancellation applications; Labour Complaint files; One-Step-Applications like Official Letters, Access Cards, Establishment Cards, Postal Services and other related documents.
> To maintain the library or filling room of the department documents, files and reports.
> Reconciling and updating the visa quota of the clients for lease and license clearance.
> Assisting the team in sending and replying emails to clients.
> Assisting the team in preparing medical applications and sending medical appointments to the client through the portal.
> Coordinating with Finance Department the issuance of invoices for the payment of immigration penalties and other related DSOA fees.
> Handling the Security Deposit Refund Request, Refund Withdrawal, Salary Amendment and Attestation of Employment Contract.
> Coordinating with Zajel (courier) to ensure the smooth pick-up and delivery of documents like original passports, emirates ID and others, to and from the client.
> Ensuring the clients personal and salary details are updated and accurate in the portal.
> Updates and keeps teams advised of activities related to internal departments satisfaction, and that corrective action taken.
> To provide related documents as per the Internal and External Audit requests.
> To review and ensure that all necessary documents related to each application are properly scanned and filed.
Responsibilities:
Responsible for the establishment of Document Control Procedure. The Document Control Procedure includes the processing and controlling all incoming and outgoing projects documents and correspondences through the document control system.
Maintain the Electronic Document Management Systems (EDMS) through ACONEX, PROLOG Converge and ZUTEC Snagging System.
Ensures all submissions are submitted in timely manner, appropriate approval/rejection are obtained and formally recorded and that changes and revisions are managed as part of the document control process.
Maintain updated records of all approved documents, drawings and other related correspondences.
Maintaining a proper archiving for all documents and ensuring that all documents (As Built, Shop Drawings, Correspondences, Method Statements, Material Submittals, Transmittals & Others) are available in hard and electronic files.
Posts changes to computerized or manual control records, and maintains related files.
Reporting on the performance of the document control system for review and as a basis for improvement of the documents control system.
Projects Handled:
• Cleveland Clinic - Abu Dhabi
• Abu Dhabi National Exhibition Company - Phase 3 Capital Gate(ADNEC)
• New Doha International Airport - Qatar
• Khalifa Port Industrial Zone (KPIZ) - Abu Dhabi
• Dubai International Airport Expansion Phase II - Concourse 3
• Port Baku Tower - Azerbaijan
• JBR Hotel on The Walk - Jumeirah
• Mumbai Airport Project (MIAL) - India
Administers document control system and administration of company’s procedural documentation in compliance with ISO Standard.
Responsible for administering the current policy change control process and will significantly contribute to evaluation, alignment and automation of processes as part of common efforts to standardize operations.
Legible, accurate, complete and registered correspondences and documents are controlled and distributed.
Shall ensure that the status of each document, incoming and outgoing are updated in accordance with each standard formats / registers. Each formal document received and issued to client shall be updated and recorded in Master Document Control.
Shall maintain the flow of all official documents and shall ensure all project correspondence is registered and that the correspondences register is maintained and updated.
Responsible in preparing all types of correspondence like Letters, Memorandums, Minutes of Meeting, Transmittals, Confirmation of Verbal Instruction (CVI), Technical Queries (TQ), Variation Order Request (VOR) and Procedures in MS Office Word, Excel, PowerPoint, Outlook and PDF format for submission to client.
Reviews change control documentation for accuracy and completeness.
Stays abreast of current regulations and guidelines directing document control.
Maintain the document control system thru “ACONEX” - Electronic Document Management System web page for the project ensuring all documents control procedures are adhered to by project participants.
Process and control all incoming and outgoing project documents, drawings and correspondence through the document control system.
Ensures timely issuance and distribution of all the drawings and documents with correct revisions to all parties as detailed in the distribution matrix contained in project procedures.
Monitor and continuously improve the effectiveness of document control procedures and processes according to the project objectives.
Update project management on document control status, control sheets, transmittal issuance and correspondence status.
Ensures all project documents, drawings and correspondence are available in hard and electronic copies as required by the project.
Maintaining a proper archiving for all documents (Correspondence, Contract Documents, Shop Drawings, Samples & etc).
Continuous follow up with external parties to ensure that timely action is taken on all documents.
Develop and maintain positive working relationship with all project participants.
Able to use initiative and adopt a proactive approach.
Have good knowledge about project related software.
Handling local and international phone calls.
Registering of internal and external documents.
Sending and receiving faxes.
Arrange meetings between managers and staff.
Preparing and sending letters and memos to banks, clients and other concerns.
Handling appointments.
Filling and documenting.
Records incoming and outgoing documents for Regional Director’s signature and perusal.
Prepare and encode all communications to Central Office, Field Offices and other agency.
Facilitate requests coming from Central Office, Field offices and other agency.
Facilitate telephone calls and records Regional Director’s appointments.
Accounting works:
o Prepare bank reconciliation statements to be submitted to the Commission On Audit (COA).
o Facilitate fund releases to all field offices for Current Operating Budget Fund (i.e. prepare Disbursements Voucher and Sub -Allotment Advise).
o Record cash advance and liquidations (i.e. book transactions to the journal, prepare worksheet, post transactions to the subsidiary ledger).