Commercial Secretary/Document Controller
Greenline Interiors
Total years of experience :15 years, 10 Months
1. Technical / Commercial Functions
Prepare letters and commercial/technical and contractual documents e.g. technical and Contract Agreement and preparation of necessary Commercial documents e.g. performance bond, advance payment guarantee, etc) for approval of Consultant / Client;
Review technical/commercial documents to obtain relevant information such as schedules, material specifications & personnel requirements.
Maintain an updated Control Log (Technical and commercial payment certificate and variations) of all files with clearly marked distribution for easy traceability as required by the Project Quality Plan.
Coordinate with Site Project Managers, Sub-contractors and suppliers for the receipt or submission of regular reports/forms in time.
Maintain Records of all company's document according to each classification.
Filing and archiving of documentation to facilitate easy retrieval at a later date.
Generate and maintain each project mdr (master document registration) ensuring updated daily.
Assist in the Preparation of Tender Submission
Prepare letters and commercial/technical and contractual documents e.g. technical and material submittal as well as Contract Agreement and preparation of necessary Commercial documents e.g. performance bond, advance payment guarantee, etc) for approval of Consultant / Client;
Review technical/commercial documents to obtain relevant information such as schedules, material specifications & personnel requirements.
Maintain an updated Control Log (Technical and commercial payment certificate and variations) of all files with clearly marked distribution for easy traceability as required by the Project Quality Plan.
Coordinate with Site Project Managers, Sub-contractors and suppliers for the receipt or submission of regular reports/forms in time.
Provide commercial and contractual guidance and assistance to the Project Manager, regarding Client, Employer and Subcontractors.
Monitor daily schedule of the Project Manager and furnish required information/documentation for meetings/ appointments by coordinating with sources and outside department.
Coordinates meeting schedules (dates and venues) of the department.
Ensure rapid response to the urgent request or complaints made personally to the Project Manager.
Maintain Records of all company's document according to each classification.
Filing and organizing of all company documents and maintain confidentially of all records.
Prepares payment certificates for the sub-contractors and attend to customers queries in lieu of their accounts.
Provide commercial and contractual guidance and assistance to the Project Manager, regarding Client, Employer and Subcontractors.
Monitor daily schedule of the Project Manager and furnish required information/documentation for meetings/ appointments by coordinating with sources and outside department.
Coordinates meeting schedules (dates and venues) of the department.
Ensure rapid response to the urgent request or complaints made personally to the Project Manager.
Maintain Records of all company's document according to each classification.
Filing and organizing of all company documents and maintain confidentially of all records.
Prepares payment certificates for the sub-contractors and attend to customers queries in lieu of their accounts.
Follow up the status of submittals to TECOM
Maintaining a master document register of the latest drawings on a project and ensure that all recipients are transmitted the drawings they require as soon as new revisions of drawings are received.
Maintain document control registers / documents for incoming and outgoing project documents.
Maintain stick files in an orderly manner.
Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel
Follow procedures and update document control procedures when necessary
Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
Filing and archiving of documentation to facilitate easy retrieval at a later date.
Generate and maintain each project mdr (master document registration) ensuring updated daily.
Produce and maintain document progress reports to project managers.