Ex. Assistant/Document Controller
Arabian Bemco Contracting Co. Ltd.
مجموع سنوات الخبرة :30 years, 0 أشهر
• Performs administrative support to site Project Management Team including drafting/responding to routine & non-routine correspondences, memos and other written materials. Exercise judgment & initiative in routine matters with discretion in completing assignments. Operates photocopier, facsimile & other office equipment.
• Setup, scheduling & confirm appointments, organize meetings, calendars/notification & follow-ups.
• Scrutinize received documents for completeness and accuracy; classify it accordingly and forward to the individual concern for action. Scanning and distribution of documents (soft copy & hard copy) to recipients & originator.
• Verification and obtain site Project Management’s approval on all forms of documentation and paper works. Facilitate approval of order requests and releasing in JDE system.
• Coordinate with all concerned Departments on employee’s concern and vacation schedule; transport arrangement, housing & accommodation requirement, travel arrangement & bookings.
• Established & maintain file tree structure, control files & indices.
• Tracking of subcontractors/vendors invoices & its location, follow up approval process and payment schedules.
• Prepare transmittal to client/consultant and assure all information on transmittal cover sheet (drawing/document revision, document code, reason for issue, etc.) are defined as per the established quality manual. Process on or more document types through procedural steps in accordance with well-defined procedures and guidelines.
• Maintain & ensure pre-established document control requirements (document numbering system are used, number of documents & signatures required for certain approvals) are met/implemented throughout the duration of the project.
• Concur with leads/control teams engaged in all activities concerned with document control aspects of the project and registering document/drawing EDM and usage, document filing and retrieval. Communicate effectively with all concern on the status of drawings.
• Reconcile with engineering discipline, construction team and other groups on status of documents/drawing.
• Ensure that all internally prepared drawings are logged into the document control systems.
• Ensure all incoming/outgoing commented document/drawing are uploaded in the main server and in the document control system.
• Provide regular and specific reports on document control process, outputs and performance for any level of organization. Issue document control reports on the status of submittals, correspondence, approvals, drawings, etc.
• Maintain and keep safe systematic central document file in accordance with the established project record index and matrix.
• Tracking incoming & outgoing correspondences.
• Record/archive and properly distribute all incoming and outgoing communicated documents.
• Ensure that internal and vendor drawings/documents in hard copies and electronic messages are properly logged into the document control system.
• Make sure that the document control functions are performed in accordance with the established procedures and project standard in a timely manner.
• Maintain project record as specified in the project contract, to have adequate records for all document transactions, and liaises with Turnover Department to ensure final turnover of complete project documentation to the client.
• Assigning other team member with specific tasks and monitoring system.
as an Executive Secretary:
• Provide personal administrative support to the owner and Managing Director (MD). Make travel arrangement on behalf of the owner; maintain his appointment and meetings.
• Provide advance secretarial and administrative support of a diverse & complex nature to ensure the smooth and efficient running of day-to-day office activities of the company.
• Perform variety of confidential duties including faxing, sending e-mails, opening & distributing post, send and receive e-mail messages.
• Visiting client's website from time to time for tenders available for bidding.
• Electronic reporting of documents on behalf of company's travel agency via IATA website for ticket refunds/inventory, pending settlements, sales transmittal and downloads of files/agent's information and billing documents. Assist HHC Travel Agency in drafting letter correspondences to Airlines for various purposes.
• Receives/screen calls in appropriate manner; greets visitors and ascertains nature of business and direct them to suitable staff person; deals politely with inquires; takes and relays messages to the appropriate individual accurately and in a timely manner.
• Receives, records, reviews and evaluate incoming correspondence, mails, fax messages to identify those items requiring priority attention; routed to the Managing Director for his concurrence prior to distribution. Initiates replies as appropriate; routes matters requiring action by General Manager, staffs and project sites and follows up to ensure actions are carried out.
• Drafts correspondence, letters, memos and other written materials. Compose routine correspondence not requiring personal attention of the Management and other documentation.
• Maintain efficient filing structure and record keeping systems. Kept in safe place classified and unclassified correspondences, PQ documents, Bid documents, contracts and other confidential documents/reports.
• Maintain records and prepare quarterly reports of all outgoing international calls/fax messages sent by company's staffs for auditing purposes.
• Coordinate office support requirement to other Departments as and when necessary.
• Direct and indirect supervision of clerical workers and other support staffs.
as Manpower Coordinator:
• Manpower assignment and allocation of personnel to company's project sites, transport arrangement, mobilization & demobilization and facilitate record update with Personnel Dept. and salary distribution process. Prepare personnel ID documentation and gate pass per project requirement.
• Coordinate with Personnel Department pertaining to worker's welfare & concern; performance, attendance; tackles complaints including imposition of sanctions, corrective measures and termination. Obtain worker's Iqama/Passport/IDs from sites for renewal, etc.
• Vacation plans, administration and obtain MD’s approval.
• Assist recruitment formalities with Recruitment agencies, including salary offers and employment contracts. Initiate/arrange PTA tickets/issuance of P.O. for selected candidates. Arrange local manpower hiring when necessary.
• Support Payroll Dept. in timesheets collection; verify its correctness and accuracy.
• Assist Finance Department for payment follow ups and any other related matter.
• Serves as a communication link between company's workers, subcontractors and the owner. Ensure that all employee's concerns are communicated to the owner and that any decisions been made are channeled to appropriate individuals.
• Prepare letters and transmittals for submission to Client; assign series of references assigned by SEC/MHI. Make certain that all documents and drawings are correct and complete, its quantity and printing quality conforms to the Clients standard prior to submittal. Register document reference number and code to excel log sheet for monitoring purposes. Compilation of document package to comply with customer requirements, standards and specifications to get Client’s approval. Draft/type letters to subcontractors.
• Proper distribution record of all outgoing documents such as letters, transmittals, drawings, etc. issued to external and internal discipline with a signed copy of confirmation receipt on all documents distributed and issued.
• Set up and maintain a master document register, manually and electronically, of all documents, history of drawings and its revision. Once new revisions are received, to transmit immediately to all the recipients.
• Liaise with engineers/subcontractors to ensure all parties are working on correct drawings/documents.
• Monitor/track incoming & outgoing correspondences and submittals to/from SEC/MHI, as well as from sub & sub-subcontractors; follow up outstanding items need approval & open letters need response.
• Itemize drawings by discipline and update its status according to Client’s comments and action codes.
• Open, distribute incoming regular and electronic mail and other material and coordinate the flow information internally and with other departments. Arrange distribution of outgoing post and incoming faxes.
• Greet visitors; ascertain nature of business and direct visitors to appropriate person. Answer telephone calls and electronic enquiries.
• Maintain stationary supplies and proper use of office equipment & machinery.
• Handles opening new accounts. Accepts deposits, release withdrawals, verifying signature & endorsements. Received payments such as loans, insurance, security system, water & electric bills. Daily cash balancing report.
• Provide prompt and courteous service to all customers and provide them with efficient and accurate transaction processing. Solicits depositors, promote back products and consistently cross-sells bank products at every opportunity. Promote and maintain positive relations with all contacts, customers and potential customers.
• Assist the Bank Cashier and Bank Manager for any other services as required.
• Maintained cash disbursement books. Keep records of all suppliers/clients contact information. Encoding daily production reports, including checks & receipts for balancing purposes. Assist the Cashier & Payroll Master for any clerical work they may require.
• Type routine correspondence, memorandums, endorsements, request etc. Creates & maintain filing systems and keeping all incoming / outgoing files, contracts and personnel records/registers and all other important and confidential documents.
• Performs other responsibilities as requested by the Chief Accountant.
School Transcript of Records (TOR) shall be provided when necesary