Correspondence(Admin)
Kellogg Brown & Root Int'l Inc.
مجموع سنوات الخبرة :18 years, 1 أشهر
As a Correspondence(Admin), my duties and responsibilities are as follows:
Implement Document Handling Procedures (NEXUS Data Access, Correspondence Management)
Support Lead Document Controller (LDC), Engineering Managers, Projects Manager and other Department for Correspondence & Document Issues.
Responsible for distribution all incoming & Outgoing documents, drawings, transmittal, letters from the client with control date and control numbers in each departments as per Engineering procedure.
Scanned and linked all incoming & outgoing correspondences from Procurement, Client, and Subcontractor and also from the Vendors in Excel Format and extracting, inserting Adobe PDF drawings coming from Engineering department.
Prepare Document Transmittals, Letters for Contractors.
All incoming Transmittal in (TI) and Transmittal Out (TO) from Project and Operation Document Management (PRODOM) System, download and upload and also distribute with control number and review by Engineering Department for necessary action.
Monitoring all incoming drawings from Contractors and the Vendors and submit to client for final review and approval, the superseded drawings keeping also for references.
Responsible for correspondence and other hardcopy drawings documents scanned and stored into the PDF. Drawings layout can be used in combination with any scanning device, including page size A1, A3 and A4 papers.
Distributes multiple documents efficiently to multiple recipients at once and offers management information to document controllers who need to keep track of transmittals. A distribution matrix specifies exactly which recipient needs to receive which documents, and how many, and a distribution tracking transmittal list keeps track of who received what and when.
Maintain and update Filing Section related files & archives. Records storing, maintenance retrieval & related documents in storeroom & cabinets.
Daily Report to the Manager of Project Management
Responsible for Performing the Full range of Secretarial and Clerical duties in support of Project Management systems and services.
Assist in preparing the daily task meeting such as related in constructions.
Coordinate with all Clerical & Office functions to effectively implement standard policies at corporate staff level.
Responsible in preparation of all letters, memos, faxes, minutes of meeting, etc. of the department. In-charge of distribution and control of all circulars, Audit Confirmation Memos, Quality related information, Quality Documents to Managers, Section/ Department Head, reaching them to on timely basis as per Managers Instruction.
Responsible all signed with Site Manager the CSI (Construction Site Information) and RFI (Request for Information) and send this to Contract Department for approval of client.
Summarize all Log Reports for Sections. Maintaining and keeping all records and files of the department (updating files and everyday records), Schedules (due and completion dates), and other miscellaneous office routine works.
Receiving all incoming faxes, letters and memos & register into log book to have a reference number and distribute it to the concerned person maintaining the confidentially at all times.
Attend the telephone calls for incoming and outgoing and send fax messages and keep always a copy in & out-going file for the reference.
Maintain and update filing systems document and other materials in LPG Department.
Keeping Systematic Inventory of in-stock office supplies and equipment, and generating purchase requisition for new stock in accordance with the approved budget.
Prepare safety Induction for new Employee’s of the Project
Prepare Contract Agreement to the Manpower supply of the Company
In charge of Processing Project Site ID’s and Site Visit Pass
In charge of Processing Control Vehicular Access to JCP Facilities