Secretary / Archives Clerk cum Document Controller
TAMAS Projects
Total years of experience :16 years, 2 Months
- Handle all incoming correspondence (Mail, Faxes, E-Mail etc.)
- Register, date stamp and attach references to the documents received.
- Maintain reference log of all incoming correspondence.
- Filing of documents in the relevant files
- Type/Draft variety of correspondence including letters, inter office memos, inquiries and various other documents / reports
- Maintain reference log of all outgoing correspondence and follow-up files
- General clerical duties
- Supervision of Time Machine and entry of daily time sheets in the ERP System.
- Prepare Leave Requests, Salary/Employment Certificates, Joining/Return Reports
- Follow-up the Expiry Dates for Passports, Contracts, Residence Visas, Labor Cards of staff
- Filing and archiving of documentation.
- Maintain and Update Files/Data, History of Manpower, Vehicles and Other Equipment
- Handle the document control procedure
- Maintain electronic and hard copy filing system.
- Save/Retrieve documents from filing system.
- Maintain/Update filing system through control registers.
- Maintain a Soft Copy of File Index for Easy Reference.
- Issue Documents/Transmittals in a Controlled Manner.
- Prepare Petty Cash Expense Reports, Delivery Notes, Invoices and Cost Sheets for Repair Work of Various Equipment
- Prepare Monthly Cost Record for Different Projects' Equipment
- Use ERP System for Internal Invoicing
- Handle all Delivery Notes and Invoices received from Suppliers
- Issue Payment Certificates for Suppliers
- Prepare Inquiries for Quotations, Purchase Requests needed for Stocks and Purchase Orders to Vendors
- Maintain and Update File System for MRFs and LPOs
- Use ERP Systems for Material Requisition and Purchase Orders
- Supervise Material Receipt and Storage at Assigned Location
- Maintain the Filing System and Stock Records
- Use ERP System for Material Receipt against Delivery Notes, Issue Material against Authorized Material Issue Voucher.
- Update all Inventory Transactions
- Handle all incoming correspondence (Mail, Faxes, E-Mail etc.)
- Register, date stamp and attach references to the documents received.
- Maintain reference log of all incoming correspondence.
- Type/Draft variety of correspondence including letters, inter office memos, inquiries and various other documents as per instructions of management.
- Prepare various reports for management on weekly, monthly and quarterly basis.
- Maintain reference log of all outgoing correspondence and follow-up files
- Assist the management in the day to day administration work.
- General clerical duties including photocopying, fax and mailing.
- Supervision of Time Machine and entry of daily time sheets in the ERP System.
- Prepare Leave Requests, Salary/Employment Certificates, Joining/Return Reports
- Follow-up the Expiry Dates for Passports, Contracts, Residence Visas, Labor Cards and Insurance for all the Staff.
Documents Control / Files Management
- Maintain electronic and hard copy filing system.
- Save/Retrieve documents from filing system.
- Maintain/Update filing system through control registers.
- Responsible for filing of all records for Incoming/Outgoing
- Maintain a Soft Copy of File Index for Easy Reference.
- Issue Documents/Transmittals in a Controlled Manner.
- Prepare Petty Cash Expense Reports
- Prepare Delivery Notes, Invoices
- Prepare Monthly Cost Record
- Use ERP System for Internal Invoicing
- Handle all Delivery Notes and Invoices received from Suppliers
- Issue Payment Certificates for Suppliers
Procurement
- Prepare Inquiries for Quotations, Purchase Requests needed for Stocks and Purchase Orders to Vendors
- Follow up on Purchase Orders and Acknowledgement of Vendors
- Maintain and Update File System for MRFs and LPOs
- Use ERP Systems for Material Requisition and Purchase Orders
Store
- Update all Inventory Transactions / Stock Movements in Database/ERP
- Maintain / Update List of Fixed Assets in Various Projects
Responsibilities
- Office Administration and Correspondence
- Manage Filing System (Maintain and Update Files)
- Accounts and Records
- Type / Draft Letters
- Online Data Entry in Visa Applications Forms (Visit Visa, Resident Visas etc.) and all other Forms
- Health Cards and Medical Typing
- Prepare Documents for Labor Office and Immigration Office
Responsibilities
- Routine Office Administration
- Type / Draft Correspondence (Memos, Letters and E-Mails etc.)
- Accounts and Records
- Maintain Files / Records
- Data Entry in English / Arabic Translated Forms of Different Documents
• One Year Diploma in Computer Sciences
• Bachelor of Science (B.Sc.) from Punjab University, Lahore, Pakistan in 1994.
• H.S.S.C. (Pre. Engg.) from Federal Board of Intermediate and Secondary Education, Islamabad, Pakistan in 1990.
• S.S.C. (Science Group) from Federal Board of Intermediate and Secondary Education, Islamabad, Pakistan in 1988.