Document Controller
Skywall Aluminum & Glass
Total years of experience :16 years, 5 Months
• Overall in charge of the preparation & submission of documents to the Main Contractor as Document Control but not limited to Shop Drawing Submittal (SHD), Material Submittal (MAR) & Sample (SMP), Pre- Qualification Document, Request for Inspection (RFI), Material Inspection Request (MIR), Work Inspection Request (WIR), Monthly & Weekly Progress Reports, Daily & Weekly Construction Status Reports, Structural Calculations Submittal and other related documents.
• Managing both hard copy and electronic versions of information (documents numbering, formats, issuance, review, dispatch, and recording).
• In charge of the preparation of Reports for the bi-weekly meetings.
• Registering all incoming and outgoing correspondences (letters, Memos, etc.).
• Maintain confidentiality around sensitive documentation.
• Coordinate with site/project team for timely submission of documents and provide help when suited.
• Developing and monitoring business performance metrics (KPI).
• Archiving contract/project documents.
• Successful handover of Close-Out Dossier (COD) as required by the Consultant & Main Contractor.
• Manage Timesheets on monthly basis.
• Maintain adequate office materials and stationery required to service the administrative function on the site.
• Perform administrative duties, word processing activities; prepare and maintain logs and spread sheets, process incoming & outgoing mail, tract the dispatch of the outgoing and incoming correspondence, maintain departmental records and archives and information management as deemed necessary to maintain the support services required for the effective operations of the department in accordance with defined procedures and quality standards.
• Maintain, checking & reminding the schedule of meeting or appointments and assist & updates the calendar if there is any changes in the schedule.
• Receiving and Logging those documents being receives from the other departments or projects in the Daily Log (Excel) for Operation Manager’s initial or signature (e.g. LPO/ Payment Certificates/ Petty Cash/ Comparison Sheet/ Additional Compensation & etc.) for monitoring and easily accessible.
• Review and process other staff requests assigned by the management for all related administrative services such as letter drafting technical and confidential matters and memorandum in response to inquiries, leave request processing, etc. to facilitate effective personnel administration.
• Manage records and archives related projects and assigned tasks as per departmental & corporate document control procedures.
• Dispatch incoming / outgoing correspondence related to assigned tasks.
• Establish, maintain records, handle photocopying and filing and arrange for the efficient operation of office equipment to support the effective functioning of the unit.
• Receive and screen phone calls and redirect them when appropriate.
• Handle confidential documents ensuring they remain secure.
• Convey message to the Operation Manager when he is not around.
• Greet and receives visitors.
• Perform other related duties or assignments as directed.
• Coordinate Sales Team by communicating relevant information.
• Receives inquiries and prepares quotations.
• Update and maintains the Quotations and Inquiry logs on the daily basis.
• Prepares Invoices & Delivery Notes.
• Answers customers’ inquiries.
• Assisting Planning Manager for the preparation of Extension of Time and Cost Claims.
• Provides assistance for the preparation of Tender Requirements.
• Assisting in preparation of Projects Narrative Report for the newly awarded project.
• Provides assistance and prepares necessary documents and updates for the meeting presentation of Planning Manager & Planning Engineers.
• Prepares sophisticated PowerPoint presentation to be presented to the Client during bidding stage which highlights systems to be implemented from inception to completion stage of the project.
• Prepare & finalize Overall Monthly Manpower Report defining the total requirement by analyzing site actual manpower versus the forecasted manpower for the next four months.
• Collect variation logs from Site QS & extract information for the preparation of Project’s Status Report & submit to GM in coordination with the Planning Manager.
• Monitor & update RP (Recommendation of Payment) Log being collected from the Accounts Department.
• Prepares format like Monthly & Weekly Report for Planning Department as per Client or Management requirement.
• Compiles status reports of all on-going projects and prepares Weekly Construction Status Reports being submitted to Top Management showing Progress S-Curves & Manpower Histogram.
• Prepares & update Planning Department Objectives, Procedures and Monitoring Key Performance Index (KPI) with the coordination of Planning Manager.
• Monitor & update Sub-contractors Log for all on-going projects through regular coordination with Site Secretary for the Shop drawing Log, Procurement Department for Material Log and Contracts Department for the Sub-Contractors Agreement status on a weekly basis.
• Deals with correspondence; Monitors, handles, reviews all incoming mails and prepares outgoing mails, reports and other documents based on criticality and urgency of matters.
• Implements and maintains office systems through performing a variety of clerical, secretarial, document controlling (electronic filing system) and administrative assistant to all staff within the department.
• Maintaining the filing system as per ISO requirements.
• Maintains schedules and calendar of the Planning Manager.
• Performs other duties and coordinates with other departments when required.
• Responsible in manning and maintaining of the reception area.
• Greet every person entering the establishment, determines nature and purpose of visit and direct or escorts them to specific person or department.
• Handling outgoing and incoming calls and transferring them to the concerned person.
• Receiving and answering faxes.
• Keeping and entering all the in-coming faxes in the computer for easy access.
• Take the messages. Receive and sort mail and deliveries.
• Organized Systematic Filing.
• Arranging appointment.
• Handles all Administration activities and the In & Out Flow of Documents, such as:
- Prepares/issues Reference number for out-going letters, submittals and other documents.
- Receive all incoming letters, submittals and all related documents.
• Responsible for checking and ordering stationeries.
• Keeping all letters and other correspondences in the system for easy access.
• Sending faxes of purchase order to the suppliers and make follow up a phone call for confirmation.
• Receiving invoices, quotations, submittals from the suppliers and transmitting to the designated department.
• Handling outgoing and incoming calls and transferring to the concerned person.
• Receive all incoming letters, submittals and all related documents
• Keeping and entering all the in-coming faxes in the computer for easy access.
• Responsible for giving references for outgoing correspondences.
• Performing secretarial duties as and when required.
*Prepares itinerary for the week.
*Conducts daily visits with the doctors such as Surgeons specialize in Cadio-Vascular, Anesthesiologist, Pulmonary, and Purchasing Department in assigned hospitals.
*Promotes sales of medical equipment and supplies to the doctors and hospitals and detailed the products advantages and benefits.
*Writes specifications to order custom-made surgical equipments and supplies by using customer's measurement and doctor's prescription.
*Submit product sample for evaluation to the MD's or to the Head Nurse.
*Submit quotations to the end-nurse and to the purchasing officer.
*Submitting a monthly report to the Area Manager.
*Act as a assistant to the Manager.
*Responsible for the supervisory of the staffs.
*Assisting customer and recommending good movies to watched.
*Responsible for handling cash deposit.
*Any other tasks assigned from time to time
*Responsible for the performance of Treasury's clerical functions related to sales, cash collections, items left by the customers and imprest fund.
*Perform partial pick-ups and counts of partial pick-up and final surrender of cash by the cashiers at the end of the day/
*Acts as a custodian of specific treasury funds such as Petty Cash, Loose Change Funds, etc. assigned by the Treasury Supervisor and handles its corresponding replenishment.
*Receive rental payment, miscellaneous receipts and handles its subsequent deposit.
*Responsible for the issuance of Provisional and Official receipts and its deposit.
*Prepares for the Loose change in the cash box for the cashiers.
*Facilitates prompt collection of accounts by means of timely and accurate billing statements and accounting records.
*Responsible for the releasing of the voucher to its respective collector.
*Responsible for the packing of coins and bills to be used as a fund.
*Performs other related function that may be assigned from time to time.
Member of Associate Colleague of Entrepreneurs