Hubaib Khan

(IFM) Services For
Superblocks And Buildings MDD
• Actively using SharePoint as the primary document management platform for storing, organizing, and
controlling all project documentation, ensuring centralized access, version control, and efficient
collaboration across teams.
• Collecting MPR data from internal stakeholders and consolidating it into the final ISO-compliant
Monthly Performance Report (MPR) for senior management review and submission to the client.
• Converting, formatting, and controlling company policies, procedures, method statements, and site
records.
• Managing project key trackers like QCDD certificates, Access Cards, Transmittals and Incident Reports.
• Maintaining and distributing site access card to in-house employees and subcontractors.
• Established and managing the Technical Library, ensuring proper indexing, version control, and easy
retrieval of all project documents (drawings, O&M manuals, specifications, certificates).
• Developed and maintaining Facilities Portfolio Structure covering: Building name, block name, property
type, property class, unit categories, unit sizes, occupancy status and building QCDD certificates
status.
• Managing document transmittals between client representatives and internal FM departments.
• Ensuring confidentiality, traceability, and accuracy of all site-controlled documents.
• Acting as a coordination point between FM operations, QHSE, and management teams for
documentation and reporting matters.
• Managed Remedial Action Plans (RAPs) raised due to operational failures, ensuring corrective actions
were properly documented and submitted in the system as per management and client
requirements.
• Coordinated timely preparation and closure of RAPs to prevent KPI score deductions and maintain
contractual performance standards.
• Monitored RAP status, deadlines, and compliance, supporting continuous improvement and
protecting KPI performance against penalties.

• Skilled in using ERP systems for raising project requirement requests and employee-related
requisitions.
• Handled project material and resource requests through ERP platforms.
• Experienced in submitting and tracking employee and project needs via ERP systems.
• Efficient in managing internal requests using ERP tools for streamlined operations.
• Managed invoice submissions and follow-ups through client supplier portals.
• Ensured accurate and timely invoice processing via supplier portals.
• Managed and maintained all incoming and outgoing documents, ensuring accuracy, consistency,
and version control.
• Maintained and organized project and company records (drawings, reports, specifications, manuals).
• Archived documents as per company retention policies and ensured timely retrieval when required.
• Ensured outdated or superseded documents were removed or marked accordingly.
• Ensured documentation meets company, client, and industry standards for accuracy and
completeness.
• Supported internal and external roles by providing well-organized, updated records.
• Maintained confidentiality of sensitive documents and ensured controlled access.
• Assisted technical teams in preparing, formatting, and submitting documentation.
• Tracked document revisions, approval cycles, and submission deadlines.
• Coordinated with project site personnel to collect necessary signatures and approvals.
• Ensured all technical documentation was reviewed, approved, and filed correctly.
• Coordinated with internal departments and external vendors to ensure timely submission and
distribution of documents.
• Drafted, reviewed, and responded to professional emails, ensuring clear and effective communication.
• Acted as a liaison between teams to resolve document-related queries and ensure workflow
continuity.
• Shared regular document tracking and status reports with management and relevant stakeholders.
• Prepared and maintained accurate daily and monthly reports aligned with project requirements.
• Tracked document status, approvals, and deadlines using logs, registers, and reporting tools.
• Maintained up-to-date document transmittals, registers, and correspondence logs.
• Provided training and support on document control procedures and tools for new staff as needed.

• Maintained and organized courier service documents, ensuring accuracy and compliance with
company standards.
• Oversaw document control processes, facilitating timely updates and proper archival of records.
• Coordinated with internal departments to verify and approve critical courier documentation.
• Implemented efficient filing systems to enhance document retrieval and minimize processing time.
• Ensured confidentiality and security of sensitive courier-related information and documentation.
• Prepared detailed reports on documentation activities and presented them to management for
operational insights.