Site Secretary / Area Document Controller
PHPC CO., LTD. INC
Total years of experience :11 years, 9 Months
• Responsible for providing secretarial and administrative assistance to the Site Project Manager ensuring an efficient and professional service
• Establish and maintain paper and electronic filing system for records and documents in line with the company’s procedures and policies
• Review work done by others to check for correct spelling and company format policy was obtained
• Monitor progress billings and sales invoices
• Collect and expend funds from cash accounts and keep records of all collections and expenses
• Answer telephone and direct calls
• Routing of memorandums and announcements to different sectors
• Schedule meeting -with staffs, clients and suppliers, conferences and recording of minutes of meeting
• Constructs business letters, memorandums and other related documents
• Complete forms required by clients and suppliers
• Arrangement of travel/business trips and Hotel accommodations
• Monitoring and requesting of office equipment and site materials needed for the project
• Monitoring and submitting DTR of all staff to Human Resource prior to its deadline
• Prepares weekly and monthly reports and submits prior to deadline
• Keeping and implementing an updated filing system and retrieve all documents of the project assignment also responsible for disposal of latter obsolete records
• Secure information by creating backup copy of records and documents
• Generate the various document control reports as required.
• Composing of masterlist for all internal and external documents of the company
• Responsible in transferring of obsolete documents in storage area
• Allocation of controlled copy of documents to other departments and retrieval of revised copy
• Preparing of checklist for quality checking aligned to approved procedures
• Assisting QMR / EMR during internal and external audit.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence. Input document data into the standard registers ensuring that the information is accurate and up to date.
• Responsible for interdepartmental communication regarding company policies and documentation
• Responsible for creating, updating and maintaining the file system of the company for storage and retrieval within an office or department upon revision and obsoleting of all master and supporting documents
• Ensures that all documents of the whole organization are properly filed, kept in accordance with all compliance and legal requirements and ensuring accuracy of all documents
• Member of the internal auditors team
o Conducts internal audit quarterly every year to ensure that each department/organization uses the updated documents and drawing provided by the document controller
o Manage and monitors nonconformities occur to the responsible department with respect to QEMS procedures
o Responsible in monitoring and following up for the corrective actions.
o Assists QEMR / EMR in external audit and ISO audit
• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff and uncontrolled copies to suppliers while the master copies are maintained and preserved in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintain updated records of all approved documents and drawings and their distribution list / log