Document Controller
Hispano International Decor
مجموع سنوات الخبرة :17 years, 10 أشهر
• Receive, check and edit incoming documents and prepare for distribution
• Electronic mail all received documents to internal departments
• Input document data into the standard registers ensuring that the information is accurate and up to date
• Update and control the reference number for submission (Material Approval, Shop drawings, Inspection Request, NCR’s, etc.)
• Manage and maintain all controlled company documents
• Take charge of all document identification, classification, and filing
• Frequently conduct document audits confirming they are current and accurately reflect recorded evidence
• Ensure revised documents are accessible
• Assist with communication during Internal & external audits
• Oversee document through its entire life cycle (inception to archival)
• Scan in all relevant new documents
• Rename/Hyperlinks all correspondence
• Facilitate and monitoring the circulation of documents/correspondence for Project Manager and identified recipients
• Prepare shop drawing log for the weekly and monthly progress report.
• Ensure all documents are archived appropriately including confidential documents.
• Prepare Transmittal for all documents issued to main contractor / subcontractors / suppliers / Internal & external parties
• Check drawing description/drawing number according to drawing list.
• Create document filing and organizing systems that are both effective and efficient
• Log document requests and help retrieve documents as needed for employees
• Receive, check and edit incoming documents and prepare for distribution
• Electronic mail all received documents to internal departments & Head Office
• Update registries for shop drawings /Material Approval / Subcontractors Approval / MIR / RFI’s / MS, etc.
• Update and control the reference number for submission (Material Approval, Shop drawings, Inspection Request, NCR’s, etc.).
• Manage and maintain all controlled company documents
• Take charge of all document identification, classification, and filing.
• Frequently conduct document audits confirming they are current and accurately reflect recorded evidence.
• Ensure revised documents are accessible
• Assist with communication during Internal & external audits.
• Oversee document through its entire life cycle (inception to archival) • Scan in all relevant new documents and drawings
• Rename/Hyperlinks all correspondence and forms
• Facilitate and monitor the circulation of documents/correspondence for Project Manager and identified recipients
• Prepare the summary table for outstanding and replied documents for weekly progress meeting and daily basis
• Prepare outstanding submitted for approval as per consultant request
• Prepare outstanding / replied approval documents for Weekly Progress Report & Monthly Progress Report
• Ensure all documents are archived appropriately including confidential documents
• In charge of proper labeling and filling of all documents and drawings including soft copy
• Prepare Transmittal for all documents issued for approval to main contractor / Consultants
• Prepare Transmittal for all documents to subcontractors / suppliers / Internal & external parties
• Check drawing description/drawing number according to drawing list
• Make outgoing calls to Main Contractor for proper monitoring of submitted documents
• E-mail Daily Manpower Attendance and Daily Manpower Activity to Main Contractor and Operation Officer (internal)
• Receive and register all incoming documents/correspondence/drawings.
• Update Registry, (like shop drawings, RFI’s, NCR, etc.).
• Receive Pre-Qualification documents and Method Statement from sub-contractor and supplier for approval and submission to the Client.
• Check drawing description/drawing number according to drawing list.
• Distribution of Shop Drawings/Commented Shop Drawings/Construction Drawings and ADM Approved Drawings.
• Scan in all relevant new documents and drawings.
• Maintain a tracking facility to enable documents to be updated easily.
• Facilitate and monitor the circulation of documents/correspondence for Project Manager and identified recipients.
• Rename/Hyperlinks all correspondence/forms and inspections.
• Send confidential and non-confidential documents to client and consultant.
• Log in into ADM System for Request for Inspection and Checking the Confirmation.
• Responsible/Assist Construction Manager/QA QC Manager to prepare ADM Approved Drawings and ADM form for Authority Inspection.
• Prepare QA/QC Submittal
• Status Summary Report for Monthly Progress Report to Consultant and (Bi-weekly Reports) for Headquarters in Malaysia.
• Liaise with sub-contractors to respond to outstanding issues on site, (like letters/memos, site instruction, non-conformance reports, etc.).
• Reproduction of documents/drawings for internal Department and external parties.
• Proper monitoring of document logs.
• Maintain Standard Forms.
• Ensure all documents are archived appropriately including confidential documents.
• Make outgoing calls to client/consultant and sub-contractors.
• Responsible for proper labeling and filling of all documents and drawings including soft copy.
• Handle the task of indexing documents/correspondences.
• Prepare Transmittal for all documents/drawings to sub-contractors/client.
• Prepare cover letter (such as Material Approval Review, Non-Conformance Report, Request for Information, Technical Submittal, Samples for Consultants Approval, etc.)
• Prepare outstanding Material Approval Review and Request for Information as the client requested.
• Receive/Register incoming documents of brand new and second hand release unit.
• Make sure all document description coincide to the release unit.
• Update Registry for brand new and secondhand unit.
• Reproduction of document for release unit after processing and distribute to branches and head office customers.
• Handle document processing of cash and installment sales of brand new and second hand unit.
• Release original and duplicate copies of sales documents.
• Handle registrations of brand new unit sales.
• Prepare original documents for registration/renewal of units on installment.
• Prepare release documents for fully paid installment sales.
• Maintain up-to-date filling and labeling of documents.
• Prepare documents for voucher.
• Handle documents in the main office and 4 branches.
• Prepare Insurance for all units.
• Log-in for all Insurance, Incoming Sales Invoice and Delivery Receipt.
• Attend complaints and problems from customers.
• Make outgoing calls to branches and customers.
• Assist customers to collect insurance claim.