Secretary cum Document Controller
Project Build Co.
Total years of experience :10 years, 2 Months
Maintaining a tracking facility to enable documents to be updated easily.
Scanning in all relevant documents.
Checking dispatch documents are accurate.
Presentation and filing documents and drawings.
Responsible for maintaining hard copy information.
Issuing and distributing controlled copies of information.
Proved advice on procedures of issue and methods in accessing the system.
Ensuring all documents are as up to date as possible within electronic filing system.
Responsible for all company secretarial functions, duties and responsibilities.
Organizing, preparing agenda for, and taking minutes of board meetings.
Monitoring changes in the business legislative and regulatory environment.
Providing advice to colleagues and seniors managers on administrative matters.
Dealing with correspondence.
Reporting in a timely and accurate manner on company procedures and developments.
Performs edits on documents.
Prepares documents early.
Manage the outgoing and incoming documents.
Listing out the documents and documenting the project details.
Tracking the pending documents through weekly progress reports.
Notifying the involved party for tacking appropriate action on the pending documents.
Manual follow up with the client’s internal team to get an expected schedule for all pending documents.
Perform clerical typing duties to generate documents as necessary.
Over all in charge for the submission and documents to the consultant, client and documentations control (Example: Transmittals, Inspection Request, Material Submittal, Document Submittal, Concrete Pouring Request, Shop Drawings Submittals, Work Notifications, Site Clarifications, Method Statement, Correspondences, Minutes of meetings, Change in request, Request for information etc.).
To control all non-administrative documents such as issued for construction (IFC) drawings, specifications, instruction and documents originated by the company.
Receiving and distributing incoming and outgoing documents and mails.
Recommend stock requirements of various stationery required for the project office.
Incoming and outgoing document maintain for appropriate records and registers for follow up and control.
Checking purchase invoices to delivery notes.
Assisting project manager in contractual and Documentation work.
Preparing Submittals and transmittals and taking approval from the consultants.
Coordinating with planning engineers to prepare daily report.
Coordinating with planning engineers to prepare Weekly Report and Monthly Report.
Preparing submittals Inspection request, Work Request and Concrete Pouring Request taking approvals accordingly
Affix receiving stamps on all correspondence, transmittal sheets, recording date and time of receipt as well as signature, a copy of the received correspondence and transmittal sheets should be returned to the originator (Client, Consultant, Sub contractor and supplier).
Prepare petty cash book.
Prepare manpower summary on month wise.
Prepare summary of delivered steel quantities on month wise.
Prepare concrete pouring record (Daily and monthly).
Prepare petty cash record on month wise.
Prepare billing and checking.
Update and check stock details.
Issue invoices to customers.
Record keeping.
Issue monthly customer statement.
Prepare monthly and periodic reports of all billings.
Establish table of accounts and assign entries to proper accounts.
Develop, implement, modify and document record keeping and accounting systems, making use of current computer technology.
Maintain purchase order processing system.
Manage petty cash amount.
Prepare the financial statement of business; they also determine if the company is making profit or loss.
Maintain and audit company financial records.
Report financial information to management.
Identify and investigate variances.