1.) Secretary cum Document Controller
PPM Conrad Hotel (Site Office)
EFECO (EMIRATES FALCON ELECTROMECHANICAL COMPANY)
Sheik Zayed Road, Dubai, UAE
Job Description: • Reporting directly or relaying messages to the PROJECT MANAGER including assisting him in his daily tasks.
• Responsible in handling site incoming and outgoing emails/mails.
• Organizing and keeping well-organized files and ensure confidential information and documents are handled with complete discretion.
• Maintains and ensure proper filing system.
• Classifies, sorts, archives, files and retrieve correspondence, records and other site documents as requested.
• Taking dictation in shorthand and drafting, typing letters, internal memos and various correspondences, etc.
• Greets/Welcomes Visitors, Answers/transfer telephone calls and relay messages to concerned personnel.
• Faxing, Photocopying and Scanning.
• Responsible for the monthly attendance of the staff.
• Carrying out administrative functions for the staff.
• Responsible for site office stationary and pantry stocks.
• Performs other related duties as required and assigned.
• Ensure that the document control function is being performed in accordance with the procedures and in a timely manner.
• Ensure that all internally prepared Shop Drawings, RFI's (Request for Information), Material Submittals, Method Statements are properly logged into the document control system register including their issues with appropriate transmittal.
• Receive, check and log all incoming documents, drawings and other correspondences from clients, consultant, main contractor and other subcontractor, and ensure their attached soft copies and hard copies are properly filed/archived.
• Receive and distribute project documents and drawings based on the document distribution matrix to the right department and right person (action parties) as per agreed procedure after Project Manager's Review.
• Maintaining and updating the database properly and monitor revisions and approval status thereof.
• Maintain accurate record of the receipt and issue of transmittals.
• Assist and communicate effectively with engineering staffs on the status of drawings.
• Generate and filing of progress report per section (HVAC, Electrical, Plumbing and Fire Fighting)
• Organize necessary filing and archiving of technical documents.
• Scanning, faxing, photocopying and handling of emails and phone calls.
• Perform other task that may be assigned.
- Company industry:
- Construction & Building
- Job role:
-
Secretarial
