Document Controller/Secretary
ASTAD Project Management
Total years of experience :14 years, 2 Months
• Well versed in ACONEX (Construction Management Software)
• Acting as the Office Manager, by handling Project Director's agenda, work orders for new projects, managing employees' timesheets to invoice the client also handling petty cash reimbursements.
• Fleet and transportation coordinator and the focal point for Qatar Rail's joint venture companies working in the LRT Project.
• Conduct preliminary reviews of building permit submissions and supporting documentation to ensure completeness pursuant to Building Permit requirements. (Concept Design Stage, DC1, DC2 and Services).
• Provide initial point of contact within the Building Permit Department in response to customer enquiries related to the co-ordination, tracking and status of all permit applications.
• Meet with consultants to assist in expediting their permit applications, ensuring that all required documentation and fees are submitted to maximum efficiencies and client satisfaction. (on-line system thru Ministry of Municipality & Environment - Building Permit Section).
• Prepare all letters and correspondence and issuing all Endorsement Letters to the consultants in relation to approval of their project submission for building permits.
• Performs data entry using standard document management programs to register documents to produce logs, transmittals and other reports.
• Assist in developing, establishing & implementing administrative and clerical procedures for flow of correspondence, including distribution of incoming & outgoing documents related to Building Permit Application.
• Prepare weekly report to CEO regarding the status of all design approval and building permit status.
• Organize and act as a scribe for Concept Design review meeting and ensures that official minutes are documented and convey to the consultant thru online MME System.
• Serves us focal person between the Urban Planner to the consultant regarding project status.
• Provides information and serve as a focal point with regards to sustainability report to the consultants.
• Receiving GSAS Report and uploading the documents to our FTP Site before forwarding to GORD for review.
• Sets up and maintains filing system for project or department documents, including documents such as correspondence, procedures, drawings, material requisition, data sheets, development applications and varied electronic storage media.
• Schedule meetings and coordinates requests or meeting room equipment, (projectors and audio/video devices).
• Perform other related duties as assigned.
• Controls and provides documentation by following and maintaining process and procedures compatible with the existing corporate Documentation Management Group
• Provides all corporate document search, view, and print guidance to department and user base.
• Provides hardcopies and softcopies of documentation to requesting department user base.
• Provides scanning capabilities and drawing conversions to readable electronic Acrobat Reader (PDF) files or other e-files have been recommended from supervisor.
• Coordinates the transfer of documentation between companies, vendors, and contractors according to Group requirements and procedures.
• Knowledgeable with company documentation process, guidelines, forms and standards to ensure documentation meets the Company requirements.
• Provides QA/QC of all incoming documentation. Transfers and or archives all information following the existing corporate Documentation Management System.
• Receives, indexes, and checks all incoming documentation, in any form, and enters it into the appropriate corporate document system in accordance with Company procedure.
• Perform other duties as assigned.
• Receives, indexes, and checks all incoming documentation, in any form, and enters it into the appropriate corporate document system in accordance with Company procedure.
• Receive and sort mail and deliveries
• Answer telephone, screen and direct calls and provide information to callers.
• Greet persons entering organization and direct persons to correct destination.
• Responding to customer need and request.
• Monitor visitor access and maintain security awareness
• Schedule appointments/ maintain appointment diary electronically
• Organize conference and meeting room bookings
• Co-ordinate meetings and organize catering
• Tidy and maintaining the reception area
• Provide general administrative and clerical support as needed.
• Contact person for any documentation requests within the Centre.
• Controls and provides documentation by following and maintaining process and procedures compatible with existing corporate Documentation Management Group.
• Assists in the development and implementation of project process, procedures, and working practice for activities within the group.
• Provides all project documents search, view, and print guidance to department and user base.
• Provides hardcopies and softcopies of documentation to requesting department user base.
• Provides scanning capabilities and drawing conversions to readable electronic Acrobat Reader (PDF) files or other e-files have been recommended from supervisor.
• Coordinates the transfer of documentation between companies, vendors, and contractors according to Group requirements and procedures.
• Identifies and organizes incoming documentation and properly closes out completed projects by transferring the data into the corporate EDMS system. (Electronic Document Management System).
• Knowledgeable with company documentation process, procedures, guidelines, forms and standards to ensure project documentation meets the Company requirements.
• Provides QA/QC of all incoming documentation. Transfer and/or archives all information following the existing corporate Documentation Management System.
• Receives, indexes, and checks all incoming documentation, in any form, and enters it into the appropriate project document system in accordance with Company procedure.
• Interfaces and liaisons with the contractors to provide them with access to company documents and to ensure contractor delivers project documentation that meets company requirements. Provide documentation reporting to Supervisor.
• Perform other duties as assigned.
• Maintaining records of all contracts.
• Maintaining records of all Vendors data.
• Assist Procurement & Contracts Managers to prepare and maintain Project Manuals.
• File project documentation (both hard and soft copy)
• Maintain Electronic Document Management System.
• Maintain and order stationery and other office equipment (IT etc)
• Coordinate the staff leave and travel procedure.
• Performs duties as primary point of contact and administrator for all subcontract overall operations.
• Maintain paper and electronic copies and proper documentation of all Request for Proposal/Quotes, proposal submissions and contract modifications in support of the multiple subcontracts and contracts type.
• Monitor schedule of modifications of the subcontracts and coordinates/implements the necessary action within the required timeframe.
• Assists with documentations of outgoing requests for proposal, proposal evaluations, subcontract awards and subcontract modifications.
• Acts as a scribe for various subcontracts/contracts related meetings/negotiations and ensures that official minutes are documented and filed.
• Enters approved actions into the (AS400 database) financial systems.
• Responsible for filing of all subcontract/contract and or pricing (if applicable) documentation and completion of various other duties within Contracts Department.
• Provides administrative support to all internal and external customers.
• Evaluates, reviews and validates invoices against Purchase Order/ Subcontract and delivery note/delivery receipts.
• Perform data entry into the Invoice-Database-Tracking System.
• Forwards validated invoices to respective authorized approving Manager for approval for payment within the required timeframe.
• Performs necessary follow-ups on invoice status and coordinates with the Projects.
• Updates status of approved invoices in the Invoice-Database-Tracking System.
• Maintains proper documentation and back-up of the approved invoices for future reference.
• Provides general administrative support within the Contracts Department and performs additional duties as required.