Document Controller (Temporary)
FOSROC INTERNATIONAL LIMITED (Dubai Branch)
Total des années d'expérience :16 years, 3 Mois
= Document Controller for a certain project, implementation of a new policy for all controlled documents to be compliant.
= Updating / editing of all documents and folder structure from different departments like HSE, Engineering, Business Improvement, Business Excellence & Quality.
= Downloading and uploading of documents to SharePoint. = Fixing all hyperlinks included in each documents.
= Coordinating with all department head.
= Responsible for incoming and outgoing documents. Receiving, distribution, downloading, uploading & filing both hard copy and softcopy.
= Assisting / Preparing documents for submission.
= Updating register / log for incoming and outgoing on all types of document.
= Responsible for issuance of timesheet / hours allocation & invoicing.
= In charged of all administration works in site office.
•Receiving Tender Invites & Queries and distribute to appropriate persons. | Preparing base documents for Technical and Financial Proposal including attachments to be inserted in the proposals. Compiling all support document required in proposal submission. Formatting documents such as doc/x, xls/s. | Preparing documents required for pre-qualification submission. Filling up forms and attachments required by Client or Contractor. Both online and hard copy submission.
•Preparing correspondence related to Tender and Quotations. | Files and maintain a track record of incoming Tender Invites & Queries with Client & Contractors information, Tender details and status about the submission.
•Coordinating with sub-contractor for other works like Concrete, Dewatering and Excavation. | Preparing incoming/outgoing transmittal and submitting to contractor/subcontractor/vendor. | Receiving/maintain all correspondence documents from contractor/sub-contractor / Technical Query/ Sub-Contract Agreement/ Request for Information etc.
•Keeping and maintaining files for all Tenders, Project related documents and site documents. Coordinating with site staff for all pending required documents.
•Secretary to MD - Receiving and screening calls. Arranges meeting (internal & external). Booking of Air-ticket. Keeping a record of documents for his family. Renewal of visas, passport and other documents for his family.
= Handling daily in and out of accounts, keeping an updated statement for everyday transaction, keeping a cash flow statement. | Handling Petty Cash.
= Coordinating with various Real Estate Agents for registration of Agreement. | Preparing MOU’s and ContractS via online. Preparing documents / correspondence needed for selling a property.
= Supervising office’s various administrative issues which may include housekeeping, filing, storage, air-ticketing, event management, meeting arrangements, & minutes of meeting and as per departmental requirements. | In charge of the reception. Accommodates visitors and their queries.
= HR Works - Keeping all documents for the staff. Coordinating for renewal of employment visa and new issuance of employment visa. Keeping a tracker of daily attendance, vacation leave & sick leave summary.
= Support the Sales Director and the team. | Providing list of documents needed by Sales Team for different types of agreement & contract. | Create various reports on daily basis. |Coordinating with various Real Estate Agents for registration of Agreement. | Follow up calls & emails to client for payment due.
= Deal with incoming calls from new and existing customers and respond to queries appropriately.
= Maintains an efficient filing system for document controlling. Softcopy / Hardcopy of all documents related to projects and documents related to staff. | Preparing hardcopy documents (English/Arabic) related to projects for submission to Dubai Land Department. | Maintain files in line with company and legal requirements. | Handles and types independent correspondence as and when required.
Fee Proposal Support: Preparing base documents for both Technical and Financial Proposal including attachments to be inserted in the proposals. Compiling all support document required in proposal submission. Formatting documents such as doc/x, xls/s and preparing power point presentation. | Pre-Qualification Support: Preparing documents required for pre-qualification submission. Filling up forms and attachment required by Client. Both online and hardcopy submission.
Assists and provides administrative support to all Heads of Department. | Performs highly detailed work on multiple concurrent tasks and met intensive and rapidly changing deadlines and priorities.
Carries out duties related with Human Resources Department like maintains the complete list of office staffs and site labourers with their personal information including the records for visa, labour cards and health cards; updates records regarding the status of office staffs and site labourers from time to time. Screening of CV’s and scheduling for interview.
Handles and types independent correspondence as and when required. | Coordinating with Events / Seminars schedule for the Principal, Managing Partner & all Heads of Department. | Maintains an efficient filing system for document controlling.
Opens, reads and distributes mail: composes official correspondence for PM’s signature, disposes of routine correspondence.
Screens telephone calls: provides information or refers callers to appropriate staff members. | Receives visitors, answers inquiries personally or refers to appropriate person. | Arranges for meetings | Making travel arrangements | Inquiries for visa issuance outside UAE.
Prepares daily report. Receive documents/letters/drawings/submittals, log in updates and distribute as required by the PM.
Distribute shop drawings and other submittals as required by the PM and site staff. | Scan and database the approved shop drawings/material submittals. Keep current hard copies and file supersede version. | Take minutes of internal meeting, review by PM and distribute. | Coordination with Site staff. Preparing various site templates, maintains and updates.
Front Office Management which include: Telephone Switchboard Management, documentation and its control, filing management, fax receiving and reply in accordance to the guidelines from the relevant department, document storage in local storage server, email transfer to relevant departments, greeting guests & assist HR department as per requirement.
•Provide information, answer queries, and direct guests / visitors to the correct person or department.
•Responsible for the Official Letter Correspondence. Maintaining log of incoming documents, filing & distribution of documents. | Maintains & updates the general office business card database in collaboration with Business Administrator.
•Keeping the reception area tidy, organizing reading material and supervising office assistant to cater refreshments for guests / visitors. | Maintaining a friendly and welcoming atmosphere. Additional administrative duties and responsibilities as assigned. Assist various departments with clerical projects including filing. | Assisting in various administration tasks in Delegation (Secretarial tasks, photocopying, shedding of documents, mailing, meeting arrangements, car / air ticket booking arrangement etc.) | Supervising office’s various administrative issues which may include housekeeping, filing, storage, air-ticketing, event management, meeting arrangements, & minutes of meeting and as per departmental requirements.
•Coordinating with suppliers regarding shipping / Issuing Purchase Order. | Monitoring and preparing After Sales report.
•Monitoring & preparing documents for custom clearance. | Handling Import / Export.
