Document Controller
HEISCO
مجموع سنوات الخبرة :10 years, 10 أشهر
1. Primary responsibilities for Clients( KOC, MEW, KNPC, Equate, KIPIC):
• Responsible for all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.
• Handling all incoming and outgoing mail, distribution of mail to the concerned staff.
• Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, staff daily report, Submittals and other forms of pertinent documents from the client and subcontractors.
• Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the work flow.
• Maintaining and archive all files.
• Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.
• Electronic-transmission of documents
• Data input to database related to document receiving & tracking document.
• Coordination with the respective Project Managers, Secretaries and other staff to ensure correctness of the records.
• Regular periodic backup (electronic copy) of project documents.
2. Provides office employees with administrative support including, typing, filing and other general office duties.
3. Assist with preparation of technical specifications, tendering and contract administration.
4. Ensures that each project or project phase is properly invoiced in a timely manner.
5. Collaboration and working as part of a team.
6. Follow safe work practices and adhere to company guidelines and policies for planning and executing work in a safe manner.
7. Complete all work in line with HEISCO Core Values and in accordance with the HEISCO Quality Systems and Project Quality Procedures.
8. Other duties as requested from time to time by the Superior.
Handling of all Project Correspondences from the Clients.
• Follow-up of action needed on the subject with the Chief Engineer for Project Correspondences.
• Coordination with Project Managers & Site Engineer in relation with their respective
projects.
• Working on the finalization for submission of Reports & Internal Memos under the
guidance of Chief Engineer.
• Coordination with suppliers for submission of quotations in support with Procurement
team.
• Handling of Petty-cash requests from Site.
• Review, print and timely distributes the latest revision level documentation to all
appropriate users and ensure removal of obsolete documentation from distribution.
• Maintaining electronic filing and archive system for easy to issuance, storage, retrieval
and management of documents to internal and external customers.
• Custodian for important documents that must be controlled and kept for audit/internal
requirements.
• Maintain proper storage of documents & provide full admin support to the team.
• Preparation of LPO and follow-up, till the final signature from CEO.
• Processing of Payments for the Invoices submitted by suppliers in coordination with
accounts.
• Performing other duties (Follow-up of Leave Applications, Follow-up for Mobile
connection, Submission of LPO/Invoices for Signature’s from Higher Management)
Drafting of letters for all Work orders under the guidance of the concerned Engineers
and Project Manager.
• Filing & Maintenance of documents for all Work orders.
• Preparation of Transmittals for required Work orders.
• Site Co-ordination for any required details needed to the Engineers or Work Order In-
Charge.
• Co-ordination with the KNPC team for any relevant information.
• Working on the finalization for submission of Reports & Internal Memos under the
guidance of concerned Manager.
• Review, print and timely distributes the latest revision level documentation to all
appropriate users and ensure removal of obsolete documentation from distribution.
• Responsible for digital submission of drawings.
• Maintaining electronic filing and archive system and technical library for easy to
issuance, storage, retrieval and management of documents to internal and external
customers.
• Custodian for important documents that must be controlled and kept for audit/internal
requirements.
• Maintain proper organization and storage of documents and information & provide full
admin support to the team.
• Performing other duties (Follow-up of visas, Submission of Invoices for Signature’s
etc) as instructed by the Superiors
• Prepare weekly/monthly meeting calendar.
• Planning and scheduling meetings and appointments.
• Communicating the agenda of the meeting.
• Preparing minutes of the meeting.
• Organizing and maintaining files and records.
• Conduct online research as advised by the Manager.
• Preparing and editing correspondence, reports, and presentations.
• Preparing all the paper work at site.
• Assisting superiors in tendering "ations.
• Follow-up with the contractors for submission of quotations.
• Maintaining ledger for Sub-contractors & following up for submission of invoices.
• Maintaining all records for Delivery of goods, LPO etc. in soft copy as well as
hardcopy.
• Monitoring the goods in store.
• Preparing the attendance, salary records for staff & labours.
• Updating the ERP system for site.
• Handling Petty Cash at site.
• Compiling and maintaining up to date document control registers for each project,
showing the latest issues of the deliverables.
• Filing and storing master copies of all drawings, specifications and related
documentation.
• Issuing transmittals, copies of all documentation according to the distribution matrix.
• Preparing and maintaining the register of drawings requested and received from the
client.
• Compiling and maintaining the Vendor Document Control register for each
requisition, showing the status of vendor documentation for the project.
• Registration and routing of vendor documents/ drawings to the concerned disciplines.
Internal and external distribution of final commented copies of vendor documents/
drawings. Allocation of numbers to the project documents/ drawings. Checking and
making sure that the numbers are given correctly to deliverables.
• Operating Project Document Control System for retrieving the correspondences,
Documents, Transmittals, Specifications and Drawing etc.
• Maintain and update document distribution and circulation. Ensure that only the
documents with the latest revision are used.
• Typing specifications and Data sheets
Issuing Purchase Order & Purchase Assignment to the Vendors.
• Production & Project Tracking.
• Coordination with team, customer and vendors.
• Call Customers, Vendors, Local team for queries.
• Tackling various queries and passing it across the different teams in the project
Working on software known DNA which has a database of high profile
people related to investment banks.
• In this software we are responsible for the maintenance of this database by
performing activities such as updating the correct name, designation,
updating bank’s name etc.
• We also provide data, which help the headhunters to recruit people related to
investment bank from all over the world.
• We also conduct research in relation to competitors in the field of investment bank