document controller cum secretary
FHG
Total years of experience :6 years, 7 Months
Performs various secretarial/clerical duties such as documenting, photocopying, faxing, mailing and
organizing filling system.
• Provide efficient personal assistance and correspondence support to the department heads, routing
correspondence and taking initiative in drafting replies to ensure that all communications are dealt with
appropriately.
• Prepare and assists in all matters related to the Board Secretariat, including but not limited: Corporate
Governance, Board Circular Decisions, Agendas, Minutes of Meetings, Extract of Minutes, Action
Points and Board Packs, etc.
• Preparing of the meeting invites, meeting agenda and presentation for the board if required and follows
up on actions items. Schedule appointments and produce itineraries for the Department head so that
arrangements are completed timely and cost effectively. Observe confidentiality procedures and track
documentation to ensure security and control.
• Establish and maintain records and filing systems to ensure the efficient storage of all documents and
their timely retrieval for decision-making.
• Observe confidentiality procedures and track documentation to ensure security and control.
• Maintain the filing system of all related corporate and client documents in order to facilitate future
referencing and easy accessibility.
• Draft general correspondences, memos, charts, tables, graphs, etc. as need be, in order to develop
and portray the required output in line with document control management.
• Manage the diary of the department heads to ensure he / she can attend all key board meetings and
other meetings internally and externally at the appointed times with all relevant documents needed for
the meetings.
2013 to 2018) -
• Establish and maintain an up to date Document Control System using the documentation software
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• Assist in developing and implementing of communications strategies that enhance employee
awareness of internal and external concerns affecting the company and help generate employee
support for corporate thrusts.
• Ensuring communication and cooperation between two or more entities by serving as an official and
mediator go-between between top-ranking officials, partners or of each organization.
• Assist the Corporate Communications Manager in public relations campaigns of all sizes, media
training workshops, product exhibits, PR/communication/internal communications strategy, and media
monitoring.
• Manage and conducts the Corporate Social Responsibility projects of the company, which include the
international and local youth and environment programs of the company (Bayer Young Environmental
Envoy and Eco-Minds) and corporate initiatives, community outreach projects, medical mission and
relief operation activities.
• Coordinates with the public relations agency and media partners.’
• Organizing and providing technical trainings activities and workshops.
• Process visa application and coordinates the hotel and flight bookings of media and youth delegates
for the company’s local and international media events.
• Helps in establishing and maintaining effective working relationships with local and government
officials and media representatives.
Prepares the transmittals and approval forms before submitting the documents/drawings to the Main
Contractor.
• Receive, track, and monitor all documents status and updates.
• Produce logs, transmittals, and other reports as required.
• Expedite and maintain acknowledgements to transmittals.
• Sending of drawing/document transmittals and submittals for the approval of Main Contractor.
• Coordinates with Main Contractor’s Document Controller for the drawing /document updates and
review status.
• Manage all documents and drawings on a project within a master drawing register and ensure that
any new revisions of documents and drawings are transmitted to the relevant recipients as soon as
they are submitted.
• Ensure that the latest revision and approval status of drawings and documents is updated
continuously.
• Maintaining and archiving of all documentation for quick and easy retrieval of information.
• Manage the electronic and hard copy filing of project related technical documentation.
• Performs a variety of assignments such data encoding, scanning and printing of letters, shop drawings,
tables, reports and other materials.
• Production of document and drawing status report such as weekly / monthly reports for Engineering,
Quality Control and Planning Department.
• Respond to queries regarding revision status of issued drawings / documents from engineering /
drafting personnel.
• Makes recommendations for process improvement, administrative changes, or new initiatives and
monitor compliance with company policies and procedures.
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