Document Controller /Admin Assistant - Project Department
Marka PJSC
Total years of experience :15 years, 4 Months
• Safeguards all project documents and ensures accuracy, quality and integrity of documents in an orderly recorded and coded manner.
• Facilitates drawing submission and distribution to the appropriate concerned person.
• Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable.
• Work in strict co-operation with the Chief of Operation to ensure project progress status integration.
• In-charge in daily checking of company emails, memos, correspondenaces and forwarding the sameto the concerned Manager-in-charge.
• Checks and records staff attendance and schedule for Chief of Operation information.
• Responsible for LPO Request, issuance to supplier, invoice transmittal and follow up.
• Coordinates with Contractor’s and or Suppliers for RFP, required documentation and site progress.
• Produce and maintain Store Tracking Reports to Project Managers.
• Ad hoc duties as required to assist the Project team.
• Assisting Facilities Manager on tracking store request, supplier coordination, mall permits and othermaintenance related issues.
• Work closely with Legal Department, Finance, Logistics, Procurement and other Company Divisions for Project related matter.
• Maintain the files and control logs as required by the project.
• Convert Autocad drawing to PDF file, assist autocad draughtsman if necessary.
• Safe keep all project documents and ensures it is properly received, recorded, classified, coded, transmitted, distributed, filed and maintained.
• Maintain a systematic document filing.
• Directly reporting and assisting the Senior Project Manager.
• In-charge in the daily checking of company emails and forwarding the same to the concerned departments.
• Maintain an adequate inventory of office stationeries.
• Coordinate with Logistics/ Warehouse with shipment reports. And ensures that Manager in-charge is updated.
• Responsible for LPO preparation.
• Coordinates with Contractor’s and or Suppliers for quote negotiation.
• Receive invoices and transmits to finance Dept. for project related bills/ Follow ups payment.
• Prepares weekly report for all documentation esp. for shipments related information.
• Controls incoming and outgoing document eg. submittal, correspondence, memo's, circulations, invoices, LPO, shop drawings, fitout drawings, and other Project documents)
• Ensures that all project documents are properly received, recorded, classified, coded, transmitted, distributed, filed and maintained.
• Control and prioritize reproduction and distribution of project documents.
• Maintain and safe keeps a systematic document file in accordance with an established project records index.
• Establish a systematic document coding and filling system.
• In-charge in the daily checking of company emails and forwarding the same to the concerned departments.
• Prepare and distribute minutes of weekly meetings to staffs.
• Attends general inquiries of staff, client and supplier.
• Performs clerical duties such as photocopying, faxing, printing, mailing and filing.
• Carry out other related jobs assigned by the Manager and Management.
• Answer incoming calls and handle caller’s inquiries whenever possible.
• Progress Programming Language.
• Test code periodically to ensure it produces the desirable results and perform debugging when necessary
• Carry out other related jobs assigned by immediate supervisor.
• Contacting potential customers via telephone, email and face to face.
• Arranging meetings with prospects in order to demonstrate products.
• Promoting with potential customers and closing sales.
• Identifying opportunities for new business within the market.
• Paying attention to competitors and their activities within the industry.
• Building long term relationships with new and existing customers.
• Ensuring all administration relating to sales is completed effectively.
• Working closely with other departments and finding opportunities to cross sell.
• Redesign website using html and CSS commands.
• Made prototype website using Photoshop.
• Also had some S.E.O. (Search Engine Optimization) task.
• Made some simple site using PHP
• Data entry task for website
June 2009 - May 2011 (Registrar's Office)
• Forwarding communication letter to the concerned party
• Photocopy files.
• Filing document specifically student credentials and other files.
• Encoding student information during enrollment process.
• Encoding student grades.
• Withdraw office supplies.
• Maintaining cleanliness inside the office.
• Telephone Reception
May 2008 - June 2009 ( Admission’s Office)
• Front desk, answer questions and inquiries.
• Forwarding communication letter to the concerned party
• Photocopy files.
• Filing document specifically student credentials and other files.
• Encoding student information.
• Withdraw office supplies.
• Maintaining cleanliness inside office.
• Telephone Reception