Senior Document Controller / Technical Assistant
CDM Smith, Inc.
مجموع سنوات الخبرة :26 years, 11 أشهر
Responsible for Control/Track/Issue of complete project documentation such as Incoming & Outgoing correspondence,
Responsible for the process of CRS (Comment Response Sheet) for Method Statement, Material Submittals, Prequalification, Inspection Test Plan, Material Inspection Request and Shop Drawings and Technical Query.
Scheduled and confirmed appointments for clients, customers and supervisors;
In-charge & Update staff leave forecast; Updated & recorded unused vacation & sick leave of each employees.
Screened, sorted, & distributed mail & incoming documents; respond routine items not requiring supervisors;
Took responsibility for ordering office supplies & maintains the availability and other materials and equipment required and ensure maintenance of office equipment in proper repair for the immediate superior and executives and maintains the availability of all the supplies.
Received & reconciled all invoices & ensures that each bill is paid on time-
In-charge of tracking system for invoices, documents, purchase orders & purchase requests, MCI and variation order log, drawings, Method statement, weekly, & monthly report for clients.
Scheduled Appointments and Meeting Room bookings thru MS. Outlook.
Processing of Inspection Request (IR) & Material Inspection Request (MIR)
Distribution of Incoming Correspondence.
Providing support to the Quality and Safety Team, Construction and Structural Team.
Monitor and follow up the Open and Active documents on the system.
Coordination with PWA for all the Incoming/Outgoing correspondence, meetings, Interim payment application & reports.
Provide Executive and Admin Support to the Senior Resident Engineer.
Responsible for the process of Corrective Maintenance and Inspection of Work Order for repair.
Manages the Incoming and Outgoing Documents for Operation and Maintenance (Ashghal Asset Affairs)
Dispatches and completes the Work order with Service Request in the system using CRMS and IBM Maximo.
FCTS-Paperless system for Incoming & Outgoing Correspondence
Counter Check the RFIT from Contractors prior to Engineers / Managers approval.
Responsible for the Third Party Claim for ASHGHAL Asset damages (Preparation of Cost Estimates and BOQ and Inspection done by Contractor).
Closeout and completed work flows via MAXIMO.
Overall in-charge of Qatar South Zonal Framework for the Routing/Dispatching/Assessment, approval on behalf of the Engineers and Closing for final completion of works.
Control and update and monitor the EAMS Master Tracker
Made travel arrangements on behalf of the management, including journey, hotel/airline booking and visas. Also includes the completion of expense claims upon his return, when required.
Provided the full range of secretarial and administrative support to the Head of Section/Department Manager.
Provide Executive & Administrative support to Department Manager of Roads Operation and Maintenance Department
Schedule & Coordinate Meetings & Appointments, Meeting Room Bookings and provide Access pass.
Liaised directly with the Consultant and Contractors.
Prepare Site Instruction and request approval from the Senior Engineer
Dispatched / Route Service Request and Work orders to the concerned teams.
Assess and approves work orders via IBM Maximo on behalf of the Engineers.
Responsible for the final close out of Workflow via Maximo and CRMS.
Verifies and confirms the RFIT from the Contractor prior to the Approval of the Engineers and Managers.
Receives and Circulates the Technical and financial tenders to the Engineers and Managers for their review and evaluation via CTS.
Coordination with Contractors - Frame Work Zonal Area Documents.
Responsible for Third Party Claim - for Ashghal Asset Damaged.
Coordination with Contractors - Frame Work Zonal Area Documents.
Responsible for Third Party Claim - for Ashghal Asset Damaged.
Process TPC Boq for approval and close it to CRMS.
Preparation and process of Cost Estimate and BOQ Received from Contractor for approval and hand it over to Ashghal Finance Department.
Preparation and process of Cost Estimate and BOQ Received from Contractor for approval and hands it over to Ashghal Finance Department.
Preparation and circulation of Weekly Completed work order report.
Supporting the Directional Signage Section (Administration Support)
Provide Executive & Administrative support to Section Head and Department Manager of Roads Operation and Maintenance Department
Responsible for the Reception and Distribution of Incoming letters, Design Drawings, Tender Documents, Material Approval, and Inspection Requests from Construction Supervision Consultant and Contractors
Archived all the incoming and outgoing documents accordingly via Data base & shared folder.
Managed the Master Tracker of the Operation & Engineering Department.
Finalized Draft letters from Project managers prior to the approval of the Director.
Responsible for Logging and Tracking, Circulation and distribution of all systems documentation and Quality Management.
Archiving and disposal of all cancelled documents.
Receiving, Logging, Tracking, filing and monitoring of drawings.
Setting up document Control files
Highlight each document code number.
Uploading and processing documents via EDMS and preparing records, distributing documents & keeping files.
EDMS (Electronic Document Management System) using Aconex and SharePoint.
Registering all incoming and outgoing correspondence, MoM, Drawings, RFI, RFA, Daily Report, Weekly Report and Monthly Report, Method Statement, Inspection & Test Plan & Technical Submittals via Aconex.
Responsible for Control/Track/Issue of complete project documentation such as Incoming & Outgoing correspondence, Site Instructions, Change Order, Method Statements, ITP, RFI, RFA, Tender Plan, IPA (Interim Payment Application, Technical & financial submittals and other pertinent documents from the client, sub consultant and contractors.
Process and closeout workflow.
Distribution of Subcontractors Approval to Commercial Department.
Generate reference number to all the team.
Prepare daily outstanding correspondence report for the project director.
Prepare Daily Incoming and Outgoing Report and send to all concerned.
Set up Document control filing system in by organizing, labeling and indexing in main office and all stations.
Maintain Method Statement Log, Incoming and Outgoing correspondence, ITP, RFI & Reports log.
Assigned action and closeout of documents via Aconex.
Keep back up soft copy of complete documentation of project on a daily basis.
Provide Assistance to the Commercial Team for Document Register Log and electronic filing of soft copies for commercial documents.
Monitoring and Tracking of controlled documents from initiation to implementation.
Update the Commercial Correspondence Register via Aconex
Update the Daily, Weekly and monthly dashboard.
Provide Assistance to the Construction Director and Construction team.
Manages electronic document management system as well as hard copy records on as per company’s EDMS system and ensures all documentation is controlled in accordance with the company’s procedures for document control.
Processes and Uploading Tender Document Letters, Incoming and outgoing correspondence, via SharePoint.
Upload and Process PMC Interim Payment Application, General Engineering Consultant’s monthly billings, GEC Invoices, claims, sub consultant IPA, RFI (Request for information) and RFA (Recommendation for Approval) to SharePoint & assign task to Icontribute.
Uploading Soft copies of Technical and Financial Tenders, Post Tender Clarification, Tender Submittals to PWA server.
Processes, Uploads, controls & administers incoming and outgoing documents (correspondences, submittals, transmittals, specifications, drawings, etc.).
Processes, Uploads and distributes documents to relevant parties in accordance with the document distribution matrix through workflow such as Payment Applications, Invoices, Translation, Letters, DRC/DRS (Design Review Comments/Design Review Sheet), Tender Documents, Work Order Template, Master Programme, etc.
Maintains and updates EDMS logs to ensure accurate status of the submissions. Provide support to all users and grant user access and permissions on EDMS.
Prepares necessary data reports for various parties in timely and accurate manner. Follow up and expedite priority items with relevant stakeholders.
Assisting to prepare for the Post Tender Clarification request, assisting the GEC’s to carry out the Tender Evaluation,
Preparing transmittal for Tender Evaluation Team for reviewed Tender Documents.
Drives improvement to document control processes and procedures.
Manage and monitor the use of various form set ups among team members.
Coordinates with various Stakeholder to send and receive various reports, translation, drawings, submittals and other outstanding issues.
In Tender Evaluation Team, Transmit all Tender Documents & Post tender Clarification to PWA Tender Committee & PWA Contracts Department.
In Tender Evaluation Team, receives, logs, prepare labels and Document Control Sheet to all Tender Submittals. Assists in the Committee meeting for the preparation of Tender Report and prepares Tender Clarification request.
Maintain, Safeguards and controls all Tender Documents received by the Tender Evaluation Team via the project control software “SharePoint”.
Ensured operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Uploads and processes Incoming and outgoing correspondence via Primavera Contract Management Software.
Maintained supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies;-
Created and revised systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes;
Gathered time sheet every end of the week, prepares monthly attendance schedule & submit the same to Planning Engineer for the Daily, Weekly and monthly reports.-
Received incoming documents, fax, mail, distribution and circulation of letters;
In-charge & Update staff leave forecast; Updated & recorded unused vacation & sick leave of each employee;-
Screened, sorted, & distributed mail & incoming documents; respond routine items not requiring supervisors;
Scheduled and confirmed appointments for clients, customers and supervisors;
Controlled all documents, which have to go through Planning & Cost Control, Estimation Dept., such as correspondence from client, agreement, letters of credit, change order & variation orders, invoices, Purchase orders, Purchase requests & drawings.
Took responsibility for ordering office supplies & maintains the availability and other materials and equipment required and ensure maintenance of office equipment in proper repair for the immediate superior and executives and maintains the availability of all the supplies.
Received & reconciled all invoices & ensures that each bill is paid on time-
In-charge of tracking system for invoices, documents, purchase orders & purchase requests, MCI and variation order log, drawings, Method statement, weekly, & monthly report for clients.
To take responsibility for ordering office supplies and maintain the availability and other materials and equipment required and ensure maintenance of office equipment in proper repair for the immediate superior and executives.
Operate the reception area for clients & visitors, working with the team to provide a welcoming environment.
Expedites & track s status of all documents reviewed internally by the project.
Answer incoming calls promptly, courteously & professionally & process multiple phone calls simultaneously.
Screen, sort, & distribute mail & incoming documents; respond routine items not requiring supervisors attention in accordance with specific instructions & standard procedure.
Encodes all incoming & outgoing communications such as letters, purchase requests, purchase orders, preliminary design reports, contract drawings and specifications, program of works, training design proposals & vouchers
Planned, organized and prioritize work to meet deadlines and accomplish assigned tasks within established timelines including maintaining accurate records and files;
Responded promptly to requests of internal and external clients providing needed information, assistance;
Keep an up to date calendar of events, gather information and type bulletin information in designated format.
Expedited & tracked s status of all documents reviewed internally by the project.
Answered incoming calls promptly, courteously & professionally & process multiple phone calls simultaneously.
Made travel arrangements on behalf of the management, including journey, hotel/airline booking and visas. Also includes the completion of expense claims upon his return, when required.
Received and screened visitors, determines purpose of visit & advise the Chief Executive, Took & delivered messages and/or arranged for appointments where the Chief Executive has indicated a desire to meet with the individual.
Received and recorded payment by cash, check, vouchers and credit cards or automatic debits.
Responsible for Heavy calendar management, requiring interaction with both internal & external executives & assistants and coordinate a variety of complex executive meetings.
Log and update the Document Register.
Responsible for the Incoming and Outgoing documents of the Department.
Established and maintains various filing & records management system.
Evaluated & verified employee performance through the review of completed work assignments & or reviewing work techniques.
Took & transcribed dictation on technical & confidential matters from the administrator or executive.
Recommended action to be taken on office expenditures such as equipment & supply needs.
Scheduled and confirmed appointments for clients, customers and supervisors.
Received incoming documents, fax, mail, distribution and circulation of letters.
Acted as liaison between the administrator or executive subordinates or others, by transmitting directives, instructions or assignments & following up on the status of assignments.
Updated administrator or executive on the status of issues before scheduled meetings
Substantiates applicants' skills by administering and scoring tests.
Schedules examinations by coordinating appointments.
Welcomes new employees to the organization by conducting orientation.
Provides payroll information by collecting time and attendance records.
Submits employee data reports by assembling, preparing, and analyzing data.
Maintains employee information by entering and updating employment and status-change data.
Provides secretarial support by entering, formatting, and printing information; organizing work; answering the telephone; relaying messages; maintaining equipment and supplies.
Maintains employee confidence and protects operations by keeping human resource information confidential.
Maintains quality service by following organization standards.
Maintains technical knowledge by attending educational workshops; reviewing publications.
Contributes to team effort by accomplishing related results as needed.
Encoded, filed and segregated different kinds of documents; correspondence, memorandum, non-conformance reports, Site safety reports & maintains filing system.
Locate and document where to find ideal candidates.
Aid public relations in establishing a recognizable “employer of choice” reputation for the company, both internally and externally.
Communicate with managers and employees regularly to establish rapport, gauge morale, and source new candidate leads.
Create contacts within industry.
Attend local professional meetings and membership development meetings.
Maintain regular contact with possible future candidates.
Updated & recorded of unused vacation & sick leave of each employee.
Assisted HR for the Recruitment, record keeping & staffing logistics, maintained the Employee files & HR filing system and kept record of Compensation and Benefits administration
Managed meeting schedules & ensures that the Management is aware of the day's commitments. Made arrangements for meetings, ensuring that the required facilities & equipment are available, all concerned parties are aware of the location, timing & topic, distributes necessary documentation & ensures that refreshments are available at such events.
Made travel arrangements on behalf of the management, including journey, hotel/airline booking and visas. Also includes the completion of expense claims upon his return, when required.
Manage the use of recruiters and headhunters.
Review applicants to evaluate if they meet the position requirements.
Assist in writing and forwarding rejection letters.
Assist in interviewing and selecting employees’ onsite.
Assist in preparing and sending offer packages.
Assist in preparing and sending new employee orientation packages.
Perform other special projects as assigned.
Gathered time sheet every end of the week, prepares monthly attendance schedule & submit the same to Finance Dept. for billing to the client.
In-charge & Update staff leave forecast. Take & dispatch messages for customers & clients.
Provide a high level of administrative & Personal support with proper coordination with Personnel & Finance Department such as invoices, PO, ticket bookings & expenses reimbursements.
Prepared sales invoice base on the job order request.
Prepared daily cash position.
Processed local purchase orders (LPO)/ledger forms & obtains approvals. Verifies supplies received against LPO. Distributed supplies to concern.
Received & reconciled all invoices & ensured that each bill is paid on time
Performed basic bookkeeping duties, reporting and recording &
Kept a running tally of all deposits and debits, preparing a ledger for approval by the senior accountant.
Encoded, filed and segregated different kinds of documents for clients.
Prepared sales invoice base on the job order request.
Prepared daily cash position.
Processed local purchase orders (LPO)/ledger forms & obtains approvals. Verifies supplies received against LPO. Distributed supplies to concern.
Received & reconciled all invoices & ensured that each bill is paid on time
Performed basic bookkeeping duties, reporting and recording &
Kept a running tally of all deposits and debits, preparing a ledger for approval by the senior accountant.
Encoded, filed and segregated different kinds of documents for clients.
Undergrad
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