Reporting Coordinator / Document Controller
Parsons International Limited
Total years of experience :20 years, 8 Months
REPORTING COORDINATOR
• Assisted in compiling Unified Program Management Plan (UPMP) for Phase III Project
• Establish reporting protocols to include content providers, timing, review and approval process, and distribution.
• Maintain the accuracy of the report providing correct and consistent data and information.
• Preparing Management Reports, Executive Dashboards and presentations such as:
o Overall progress of the projects
o Project risks and progress on mitigation, challenges, issues and concerns
o Periodic reports (weekly, biweekly, monthly, quarterly, annually) with 43 total all-out reports submitted monthly.
o KPI Reports (Design & Construction)
• Preparing Client’s reports and Higher Management presentations (CEO, Board GCEO)
• Proper record keeping of all project database and update on regular basis
• Compiling and monitoring Workload Report for each employee
DOCUMENT CONTROLLER
• Responsible for performing edits on documents before submitting them for approval to prevent specific forms of company documentation from being disqualified. This entails checking the documents for typographical errors, misinformation, spelling, and punctuation errors that will result in a document's disqualification.
• Ensured that all documents are submitted to their predesignated departments before the required submission date expires, preparing these documents in a timely manner. I also supervise staff members as they compile the needed documentation regarding the submission of certain forms of documentation so that the documents can be prepared early.
• Managed Outgoing/Incoming Project Documents - This involves checking the documents to make sure all information regarding the project is up-to-date and factual. As incoming project documents arrive, the document controller must also view these reports for validation purposes as well.
• Preparing and compiling Monthly Progress Reports and Monthly Progress Dashboards for all projects.
• Assist in preparing and compiling Monthly Progress Cash Flow Reports.
• Assist in preparing and updating the Monthly Progress Reports
• Uploading Monthly Progress Report’s and Monthly Progress Dashboard’s into ACONEX.
• Updating project photos and issues reports in the Project Control System monthly.
• Responsible in monitoring the Document Tracker Status e.g. submissions of VO’s and Corresponding Letters in preparation of the weekly meeting with the Client.
• Assist in preparing Tender Documents.
• Monitoring and filing transmittal drawings for all projects.
• Monitoring Manpower Updates for various projects in preparation for the Monthly Progress Reports.
• RFI’s and RTRFI’s Monitoring data from ACONEX to Microsoft Access in preparation of MPRs.
• Accountable for Commercial & Planning Time Keeping Schedule.
• Updating Issues Log from the weekly Manager’s Meeting.
• Responsible for Daily Approval Log, all documents for reviews and approvals must pass to the Construction Manager.
• In charge for Meeting Room requests.
• Responsible for Incoming & Outgoing project documentations.
• In charge for Handing-over / Close-out Documentations of all contracts of the Project.
• Received and monitored all incoming transmittals, letters from the Contractor.
• Responsible for processing and tracking of incoming commented transmittals in coordination with the Project Manager.
• Ensured accuracy of document and assists in the process to obtain document approval signatures of the responsible parties.
• Provided support for handover documentation, technical construction file document management, and maintenance of the project documentation in a consolidated manner.
• Managed document release processes, inputs documents into IMPACT database. Assists in managing the content, layout, and security of the IMPACT database for the project.
• Prepared submittal status report to the Design Manager on a weekly basis.
• Responsible for Handing over/Close Out Documentation of the Project.
• Received all incoming and prepared outgoing correspondence.
• Monitored Daily Water Levels (Canal Excavation Works).
• Responsible for Daily/Weekly/Monthly Progress Reports.
• Prepared Minutes of Meetings.
• Prepared commented RFA’s.
• Checked/Monitored all Inspections Reports.
• Managed document release processes input documents into ACONEX database and assists in managing the content, layout, and security of the database for the project.
• Responsible for Office Supplies.
• Prepared Weekly Time Sheets for all Site employees.
• Prepared Sales Report weekly and submitted to General Manager.
• Responsible for all Incoming and Outgoing inquiries.
• Updated sales log book daily
• Prepared cost sheets and quotations
• Prepared purchase order and order acknowledgement.
• Responsible for all incoming calls
• Arranged and monitored shipments, and cleared documentation up to delivery.
• Performed extensive document control tasks.
• Assistant to the Chief Accountant
• Prepared correspondence letter.
• Supervise all project documents, they should be organized and updated.
• Preparing daily activities for the Managers, all meetings should be reminded to avoid delays.
• Acting as indoor personnel whenever the managers not around, all products details must be kept in mind so that whenever customer have question I am prepared to answer it.
• Arranged and monitored import shipments, all documents should be complete to avoid custom fees.
• Taking minutes meeting from the manager everyday and make sure that it was log in the computer and filed to the desired customer.
• Preparing all monthly reports like inventory & sales reports, minutes meeting for the whole month.
• Answering all incoming calls and assist them with all their necessarily needs. Making sure that all information need is being taken from the caller before connecting it to the concern person.
• Maintaining the cleanliness and orderliness of the showroom, all office and kitchen supplies must be available all the time.
• Handling all account expenses for the company and making sure that all have supporting receipt. Preparing invoice and follow up payment to the customers, all due dates must be reminded.
PRODUCTION PLANNING SECRETARY - (MAR-SEP 2004)
Responsibilities:
• Sales monitoring for all divisions of the company.
• Prepared the production schedule and memorandum of the company.
• Responsible for the office supplies of the company.
• Assisted in other clerical works for the Vice President Operations.
• Prepared the schedule of the Executive Vice President.
• Responsible for incoming calls of executives and all incoming mails and bills of the company.
HUMAN RESOURCE PERSONNEL - (JAN-MAR 2004)
Responsibilities:
• Assisted in reviewing the appropriateness of all employees’ vacation leaves, sick leaves, and leaves without payment. Prepared memorandum for the corporation. Scheduled and applicant interviews and provided examinations to them. Issued temporary ID for production workers and other manpower.
METAL DIVISION - CLERK - (DEC 2002- JAN 2004)
Responsibilities:
• Sales Register - Issued sales invoices and gate passed daily deliveries. Calculated daily sales and submitted report to the accounting department before the close of business day.
• Inventory & Purchasing- Conducted inventory at the end of the month. Balance all items in the bin card book.
• Petty Cash Custodian - Prepared the production’s allowance and reimbursing of various expenses.