Document Controller
Five Star Aluminium & Glass LLC
Total des années d'expérience :26 years, 6 Mois
• Coordinating all activities related to the document control procedure including technical documents, drawings and commercial correspondence
• Providing secretarial support to the Sales, Estimation and Design Departments including Factory.
• Maintaining hard and electronic filing system.
• Receiving and attending calls emails to be forwarded to the concerned person/department.
• Preparing and processing correspondence/emails to the clients/suppliers as directed by the General Manager maintaining confidentiality.
• Providing HR assistance by monitoring and entering data of daily attendance to the system and creating a daily attendance report
• Providing assistance to Accounts Department by entering and updating the system with the quotations and sales orders
• Performing other administrative duties
• Reported directly to Director of Sales and Marketing
• Supported the Director in keeping customers informed of delays and delivery dates
• Arranged for creation and distribution of presentations and supporting documents to help sales team generate business leads
• Prepared pro-forma invoice, export sales invoice and Tally invoice for local sales
• Assisted in monitoring stocks inventory
• Contributed to overall customer satisfaction by promptly answering emails and handling orders by phone
• Established active communication and engagement with the sales team to ensure that orders are processed promptly
• Complete administrative duties such as making copies, answering and directing phone calls
• Coordinate appointments, including all correspondence and logistics necessary
• Receive suppliers’ Invoices, process and monitor status
• Draft documents and letters from existing templates
• Manage legal documentation and correspondence in strict confidence
• Monitors staff attendance and leave applications
• Coordinate staff HR concerns
• Implement and improve upon administrative processes for more efficient workflow
• Reporting to the Chief Development Officer including the three directors and five managers in the department
• Handling incoming and outgoing correspondence, including post, email, and faxes
• Providing administrative duties to Project Directors and Managers
• Maintaining daily calendars and arranging meeting invites and appointments
• Coordinating travel arrangements and accommodations
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Coordinating all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence
• Updating records of all documents and drawings and their distribution
• Maintaining the physical documents and drawings under safe custody with easy traceability
• Managing and administering the project settings in Aconex
• Providing direction and guidance over a staff of Document Controllers from Consultants, Sub-consultants and Contractors
• Maintained fax machine, assist users, sends faxes and retrieves and routes incoming faxes
• Performed other clerical duties such as filing, photocopying and collating
Operating multi-line system to answer incoming calls; direct callers to appropriate personnel performing the following duties:
•Receiving messages from voice mail and forward to appropriate personnel
•Answering incoming telephone calls, determine purpose of calls and forward calls to appropriate personnel of department
•Taking and delivering messages when appropriate and when appropriate personnel are unavailable
•Answering questions about organization and provides callers with address, directions and other information
•Welcoming visitors, determined nature of business and announces visitors to appropriate personnel
•Receiving sorted and routes mail
•Maintaining fax machine, assist users, sends faxes and retrieving messages and routes incoming faxes
•Performing other clerical duties such as filing, photocopying and collating
• Reporting directly to the Project Director and to four managers
• Providing general secretarial support to the Project Director and managers
• Preparing correspondence
• Coordinating internal and external meetings
• Screening telephone calls, enquiries and requests, and handling them when appropriate;
• Meeting and greeting visitors at all levels of seniority;
• Performing general clerical duties to include but not limited to: photocopying, faxing, mailing and filing
• Coordinating the flow of information both internally and externally
• Maintaining hard copy and electronic filing system
• Managing the day to day office activities
• Working more closely with management
• Organizing and maintaining diaries and making appointments
• Liaising with Consultants, Contractors, Suppliers and other staff
• Operated office equipment and managing office space and property and dealing with personnel
• Purchasing of office supplies
• Handling petty cash
• Reporting directly to the Design Manager and VP for Business Development
• Document controller for the Pre-construction Department
• Coordinating all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Giving secretarial support to the design team (Design Manager, 2 Architects, 3 Engineers)
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Maintaining updated records of all approved documents and drawings and their distribution clearly
• Maintaining the physical documents and drawings in the Department office under safe custody
• Reproducing copies of incoming documents/drawings (hard & soft copy) and distribute to the persons concerned in a particular discipline for design review
• Maintaining filing system for the easy retrieval of comments/reports made by the members of the design review team (hard & soft copy)
• Typing of comments/reports concerning different concerned technical disciplines to expedite submission of comments/reports
• Making a constant follow up of the reports for submission
• Attending calls and emails for the Vice-president of Preconstruction
• Reporting directly to the Executive Manager and five members of the sales team
• Coordinating with the Counter Sales team concerning pending Delivery Notes for Invoicing
• Checking copies of issued Delivery Notes and attach to corresponding Invoices
• Monitoring Invoices for dispatch and ensures urgent delivery to customers
• Maintaining a filing system for hard copies of Invoices and Delivery Notes
• Making follow ups on pending customer inquiries
• Sending inquiries and quotations to suppliers and customers
• Attending all telephone calls especially for those of the Executive Manager and ensure that all the requests are attended to by the appropriate member of the sales team for customers’ satisfaction
• Processing and preparing correspondence (by fax or email) to the clients/suppliers as directed by the Executive Manager and maintains confidentiality
• Maintaining diary of appointments, organizing meetings and providing necessary documents for the Sales Department and follow-up on implementing necessary actions.
• Cordially meet/greet visiting clients/suppliers to the Executive Manager’s office
• Reporting directly to the Presiding Judge
• Attending all court proceedings
• Translating lawyer or prosecutor questions to the witness from English language to the local dialect and vice versa
• Marking of all evidence being presented in court
• Maintaining filing system and records of evidences submitted
• Maintaining a court calendar for schedule of court hearings
• Preparing minutes of hearing taking note of all the attendees and marked evidences during the court proceeding
• Answering some queries of lawyers and clients concerning their filed cases in court
• Closely coordinated with clerk in charge and stenographers concerning cases scheduled for hearing
• Performed other related jobs as directed by the Presiding Judge
Responsibilities:
• Acting as a nurse assistant assigned at the Intensive Care Unit (ICU)
• Monitoring patients’ vital signs and records results
• Assisting in the administration of patients’ medicines
• Attending to the needs of patients whenever needed
• Reporting directly to the Clerk of Court
• Receiving and maintaining record of cases being filed in court
• Maintaining a filing system
• Issuing court clearance to applicants
• Preparing minutes of meeting during raffle of cases
• Endorsing correspondence to concerned branch of the courts
• Preparing correspondence
• Performing other related jobs as directed by the Clerk of Court and Executive Judge
Bachelor of Laws incomplete
