Secretary / Document Controller
Wade Adams Contracting LLC
Total years of experience :5 years, 4 Months
Position: Secretary / Document Controller
Company: Wade Adams Contracting LLC
Employment Period: March 2012 up to Present
Key Responsibilities and Learnt Skills:
As a Document Controller
➢ Responsible for Preparation of Prequalification and Technical submittals.
➢ Updating and renewing Company Registrations.
➢ Responsible for maintaining and ensuring implementation of the Company's document management system and reports for non-compliance for the same
➢ Ensure that all staff has access to the Company's Integrated Management System documents relevant to their job roles
➢ Ensure that such personnel understands the requirements of the procedures
➢ Ensure that only current documents are being used and inform personnel if corrective action is required
➢ Ensure that all documents are suitably identified and inform personnel if corrective action is required
➢ Ensure control of all internal and external documents
➢ Assist with the implementation and maintenance of document control procedures and organize internal audits
➢ Process and follow-up corrective action requirements and document change notes and ensure that the IMS is updated regularly and as required.
As a Secretary
➢ Handling all training request from all the regions (Qatar and UAE)
➢ Making bid evaluations considering price, terms, credentials of training providers.
➢ Liaising with the Purchase people about the purchase requisition.
➢ Coordinates with the site people once training arranged.
➢ Processing of memo for payment when the training has done.
➢ Performing other duties that may assign from time to time.
Position: Secretary cum Document Controller
Company: Al Masaood Bergum LLC
Employment period: 2008 August to 31 January 2012
As a Secretary:
➢ Screening telephone calls, enquiries and requests, and handling them when appropriate;
➢ Welcoming and looking after visitors;
➢ Organising and maintaining diaries and making appointments;
➢ Dealing with incoming email, faxes and post;
➢ Dealing with correspondence and writing letters.
➢ Liaising with clients, suppliers and other staff;
➢ Devising and maintaining office systems to deal efficiently with paper flow;
As a Document Controller:
➢ Responsibilities include preparation, submission and follow up of all documents, samples related to project to main contractor/ consultants for their approval.
➢ Routing/distributing of documents as per company procedure & requirement in expedition
➢ Implementing ISO standard procedures for receiving, dispatching, distributing, & filling documents being handed in the section>engineering dept, estimation, QS, admin and accounts.
➢ Filling/storing all the data in such a manner that information should be available for all concerned person at any time.
➢ Have introduced a latest numbering system in handling of shop drawings enabling easy reference of submission to main Contractor/ Consultant, approval status, resubmission, distribution (to related departments/sections)
➢ Handling project correspondence, inspection request, and shop drawings. Engineer's comments/approval on site clarification, work notifications, documents submittals, material submittals, area of access handovers, etc developed by the project management.
➢ Maintaining a standard system of project filling (both manual and computerized) enabling easy reference of all projects letters/document instantly.
Key Responsibilities and Learnt Skills:
Open and distribute regular and electronic incoming mail and other material and coordinate the flow of information.
Review and proofread documents and correspondence to ensure correctness, reformatting according to company procedures.
Performs the administrative secretarial duties (typing correspondence, screening incoming faxes, and do outgoing faxes, checking emails.)
Obtain target implementation office procedures and control all flow of documents IN and OUT of the department.
Implementing standards for office staff to follow.
Control procedure of documents regards to receipt, issue, change, withdrawal, outsourced documents, documents numbering with code easy identification logier and retrievable and removal of obsolete documents.
Maintaining up to date and accurate inventory and report acknowledge to their respective concerned departments for record.
Performing document keeping tasks.
Efficient utilization of capable of arranging documents in available storage space.
Performing other duties that may assign from time to time.