Document Controller / Administrator
Plafond Fit out LLC
مجموع سنوات الخبرة :9 years, 7 أشهر
Train newly hired Site Admin on site for system familiarity
Coordinating with different departments within the organization
Establish and monitor filing system and records for document`s traceability and control
Scan and file (binding if required) all incoming and outgoing correspondences and submitted/commented submittals
Create file index and file label for the project
Create / establish folders in server as main source of information, records and back up as well
Preparing document transmittal to Main Contractor, Subcontractor/Suppliers and Main Office
Check and ensure the completeness of data for Technical Submittal, Shop Drawings, Request for Information (RFI), Material Submittals, Confirmation of Verbal Instruction (CVI) other submittal documents
Able to prepare Inspection Request and Material Inspection Request
Create formats and logs for site use
Prepare correspondence and memo as per draft of the Manager and send emails to Main Contractor, Client and Subcontractors / Suppliers
Receive and register incoming and outgoing correspondences / submitted and commented submittals
Distribute letters and submitted/commented submittals through email to all concerned department as per distribution matrix for information/record
Prepare petty cash and follow up reimbursement
Prepare attendance/timesheet of site labours
Collecting copies of passports and visa of all site employees to apply for pass/permit to entry in their work areas and same documents will be used for induction purposes.
Arranging request of transportation, passport, leave and other administrative tasks.
Ensures operation of office equipments/machine by checking problems, calling for repairs and make orders for parts and consumables
Maintain an adequate inventory of office supplies
Provide word-processing and secretarial support for Managers, Engineers, et al. at site
Assisting IT department for computer troubleshooting, software installation etc.
Performing other duties as may be assigned
Updating payment tracker by taking information from all Senior QSs for payment report of Commercial Manager
Organize/Send meeting invite for Cost Report
Update leave plan and Internal Feedback etc.
Prepare correspondence, memo and emails to Main Contractor and Subcontractors / Suppliers.
Receive and register incoming and outgoing correspondences.
Type weekly minutes of meeting and get confirmation from all attendees for final distribution.
Scan and file correspondences and minutes.
Create file index and file label for the project.
Create / establish folders in server as main source of information, records and back up as well.
Distribution of letters / minutes through email to all concerned department as per distribution matrix.
Arranging request of transportation, passport, leave etc.
Provides information by giving detailed answer for employee`s request regarding passports, ID`s, salary certificate, etc.
Prepare petty cash and follow up the reimbursement.
Supervise, distribute works and train incoming document controller on site for system. familiarity
Coordinating with different departments within the organization
Establish and monitor filing system and records for document`s traceability and control.
Scan and file all incoming and outgoing correspondences and submitted/commented submittals.
Create file index and file label for the project.
Create/establish folders in server as main source of information, records and back up as well.
Preparing document transmittal to Main Contractor, Subcontractor/Suppliers and Main Office.
Prepare and ensure the completeness of data for Technical Submittal, Shop Drawings, Request for Information (RFI), Material Submittals, Confirmation of Verbal Instruction (CVI), Field Change Request (FCR) other submittal documents.
Able to prepare Inspection Request and Material Inspection Request.
Create formats and logs for site use.
Receive and register incoming and outgoing correspondences / submitted and commented submittals
Distribution of letters/commented submittals through email to all concerned department as per distribution matrix.
Preparation of documents for external and internal audit of Document Control and Quality Department
Able to prepare Weekly and Monthly Quality Report
Ensures operation of office equipments/machine by checking problems, calling for repairs and make orders for parts and consumables.
Maintain an adequate inventory of office supplies
Provide word-processing and secretarial support
Assisting IT department for computer troubleshooting, software installation etc.
Performing other duties as may be assigned
Maintain filing system and records as necessary for documents traceability and control. Maintain the master document register and ensure it is updated. Maintaining office records intact and organized. Receiving and distributing of mails and letters. Faxing, scanning and sending courier
Maintain the master document register and ensure it is updated. Maintaining office records intact and organized. Encoding/date entering of documents to the system. Batching and sorting of source documents. Proofreading of printed and electronic documents according to job specifications and standards. Performing other duties as may be assigned. Maintaining standard filings system