DIVISION SECRETARY CUM DOCUMENT CONTROLLER
AL JEHAT COMPANY
Total years of experience :22 years, 3 Months
Producing documents, transmittals, letters, reports and presentations.
✓ Prepare log, update document submission log and approval status timely.
✓ Maintaining & developing the office filing systems both on paper and computer
Overall responsible for all secretarial and Administrative Supports works
✓ Ensuring all documents is up to date as possible within electronic filing systems.
✓ Initiate transmittals to accompany all internal/external outgoing documentation.
✓ Overall responsible for division secretarial / documentation works
Maintaining and organizing the paper and electronic documents. Storing them properly for future reference.
➢ Draft responses/ replies to correspondence that contain routine inquiries
➢ Maintaining the data shared between the departments, by filing and recording the information accordingly (as hard copies and electronic filing system)
➢ Maintain the Master File for the incoming and outgoing documents.
➢ Writes or drafts correspondence, reports & other documents.
➢ Provide administrative support for BI 10-00615, 10-00940, 10-00934, during engineering design stages and drawing
Responsible of all Incoming & Outgoing Transmittals.
➢ Responsible of all official Incoming & Outgoing Correspondences
➢ Responsible of all Incoming & Outgoing Drawings.
➢ Submitting documents to the client through system and follow-up the feedback from the client.
➢ Daily updating of Company Document Control System (EDMS & CCMS)
➢ Coordinate the flow of technical documents (drawings, specifications …)
➢ Preparation of test package documents.
➢ Responsible of all Incoming & Outgoing Drawings.
➢ Responsible of all Incoming & Outgoing Transmittals.
➢ Responsible of all official Incoming & Outgoing Correspondences.
➢ Filing all drawings and maintaining documents.
➢ File and maintain the existing Engineering documents together with incoming documents, in an orderly and controlled manner.
Maintaining, updating and importing signed transmittals, CAD drawings, field notes and computations for the entire job in document software.
➢ Training document controller in use of application software (VBC).
➢ Receipt, control, storage and issue of project documentation.
➢ Supervising and control of document control printing facilities.
➢ Supervising the establishment and maintenance of project central filing system including files of confidential in nature, adding and deleting obsolete information.
➢ Establishment and control of project reference library system.
➢ Overall distribution of correspondence and drawings to engineering construction and procurement.
➢ To ensure that the documents are securely filed and maintained, are easily retrievable and can be readily compiled into the handover package and archive at the end of the project.
➢ Responsible for project initial setup information.
➢ Responsible for all document control process.
➢ To ensure that the In-house program (i.e. VBC) is customized to suit the project needs and the unique numbering system. The system should automatically enumerate any document from wherever originated within the network.
Expertise in policy formulation and administration for HR activities like manpower planning, performance management, organizing training and development programmers.
➢ Expertise in General Administration, Safety Management, Environment Administration & Co-ordination with external agencies for negotiating & executing AMCs for maintenance of infrastructure.
Saudi Aramco: Company General Use
➢ Proficient in managing the entire gamut of general administration functions such as Transport, Stationery, Canteens, Security & Fire-Fighting, Housekeeping and Employee Accommodation & Industrial Security.
Preparation of Daily welding reports
➢ Encoding welding data from daily reports
➢ Generation of visual examination reports
➢ Preparation of NDE / PWHT requests
➢ Encoding welding joint data into welding joint database
➢ Perform Liquid Penetrant Examination on weld joints
➢ Encoding and compilation of various inspection reports such as NDT reports, PWHT reports and Painting reports
➢ Updating revised Isometrics, P&IDs and other documents
➢ Assisting official correspondence
➢ Preparation of inspection requests for various disciplines
➢ Encoding punch lists for piping hydro test packs and for other disciplines
➢ Master punch list control and co-ordination
➢ Assist handover documentation
➢ Maintain log towards documents / correspondences among Client and contractors.
➢ Preparation of PWHT, RT, MT, HT, UT REPORTS
Supervision of total labour (Senor & Junior Staff activities in the Section)
➢ Looking after the administrative matters pertaining to the employees and labour of the section.
➢ Submitting the daily and periodical Daily time sheet, invoice report.
➢ Maintained of the time sheet.
➢ Maintaining the records pertaining to the stock and Materials Received and issued in the section.
➢ Correspondence with all associated and general.
➢ Handling manpower status
➢ Carry out other related duties such as, assisting in preparing memos and correspondence, ensuring secure environment is maintained for all computer equipment, data files, supplies, etc, and keeping the equipment in a proper condition, operating photocopy and fax machine.
Inputting daily incoming and outgoing correspondence, records correspondence forwarding to all concerned persons for their action and follow-up
2. Preparing tabulations, charts, graphs and reports utilizing various standard software for word processing, spread sheet, data bases and presentation.
3. Updating of various reports generated by the Department/Dev on daily weekly, fortnightly and monthly basis and presents computer generated reports.
4. Maintaining proper documentation, files, forms and all other relevant papers used for preparing and processing assigned jobs, maintains an inventory of data processing supplies and informs supervisor when records are necessary.
5. Liaising with information Technology (Help Desk) in resolving computer hardware and operating system software malfunctions.
6. Performing administrative and receptionist and duties, such as receiving through supervisor various material to be typed, taking appointments for visitors to the supervisor's office, keeping supervisor's diary and answering incoming telephone cells either connecting supervisor or taking notes, forwarding messages, screening incoming cells from various people and directing them to appropriate staff in order achieve maximum utilization, during the absence of supervisor.
7. Receive and register incoming/outgoing mail, includes stamping and distributing the mail, passing relevant mail to supervisor, attaching and relevant documents or notes to help to Supervisor to deal with items quickly and efficiently.
8. Carry out other related duties such as, assisting in preparing memos and correspondence, ensuring secure environment is maintained for all computer equipment, data files, supplies, etc, and keeping the equipment in a proper condition, operating photocopy and fax machine.
9. Filling General Correspondences, Projects, Traffic Accidents, Industrial Accidents, and Transmittal Project Documents.
10. Updating Filling-" KPC Weekly Report, KPC Monthly Report and KPC Yearly Report"
11. Updating Group HSE Committee Meeting.
12. Prepare Group HSE Committee Meeting.
13. Prepare Group HSE Committee Meeting Statistics.
14. Typing Traffic Accident Reports.
15. Daily Inputs Data Base System Traffic Accident Statistics.
16. Typing Traffic Accident Investigation Report.
17. Typing Traffic Violation Infringement.
Drafting the Asset Write/Off Discrepancy Report covering letters for the new Discrepancies. Drafting memos for completed Discrepancies Report of different Warehouse and send them to Team Leader Financial Support and to the representative warehouse.
2) Entering data in MMMS program. Making the items write-off.
3) To handle the administrative work.