Project Secretary/Document Controller
Arab Engineering Bureau
مجموع سنوات الخبرة :22 years, 8 أشهر
1. Establish centralized hard copy filing system.
2. Update all project logs and electronic document management systems.
3. Coordinate with consultants and contractors to send and receive various drawings, submittals, reports and other outstanding issues.
4. File, Copy & Scan all project documents as per document controls procedure. Upload and distribute documents to relevant parties on project site in accordance with the document distribution matrix.
5. Coordinate with consultant and client for contractor submittals' approvals.
6. Ensure accurate and timely processing of data reports as required.
7. Follow up and expedite priority items with relevant managers, engineers, consultants and contractors.
8. Ensure timely transmission of approved project deliverables to the concerned stakeholders as per Communication Management Plan.
9. Receiving, logging and distributing all technical documents on a day-to-day basis and assisting in the coordination and monitoring of administrative activities to facilitate and expedite the work flow.
10. Ensuring all project documents and technical documents are logged efficiently.
1. Reconciliation of Accounts Receivable and Accounts Payable with affiliates and third party customers and suppliers.
2. Handles the issuance for requests for cheque disbursements and issuance thereof to different payees/suppliers.
3. Replenish petty cash fund based on the cash limit set by the company.
4. Create sales orders, prepare delivery receipts, and sales invoices to affiliates and third party customers using SAP R3 system.
5. Assists the Accountant in preparation of various year-end audit schedules.
6. Encoding of daily box deliveries to SAP R3 system.
7. Conduct inventory and reconciliation of kraft paper rolls and finished goods.
8. Prepares weekly and periodic reports like FG deliveries and stock status, KPR inventory, PO monitoring, and others.
9. Assists the Inventory Controller in organizing perpetual inventory and annual stock taking of boxes and other packaging materials.
10. Ensures accurate encoding of inventory materials to SAP R3 system.
11. Prepare variance/reconciliation report of inventory with affiliates after every physical count.
12. Ensures that all daily, weekly, and monthly paperwork and reports are completed accurately and submitted on a timely basis.
1. Prepares daily cash receipts and disbursement reports.
2. Prepares daily sales and outstanding loans report.
3. Petty Cash Custodian.
4. In charge of accounting transaction fund transfers.
5. Assist in the preparation of materials, documents, and logistics for the seminars, workshops, and meetings as needed.
6. Support and assist in general administrative tasks.
7. Carry out any other task required by the Manager and other divisions.
8. In charge of branch accounting transactions and inter office fund transfers.