Document Controller / Admin Secretary
Al Rostamani Pegel
Total years of experience :12 years, 3 Months
1) Administration Department (May 1, 2018 to July 31, 2020)
Admin Secretary / Document Controller
Provides support to our managers and employees, assisting in daily office needs and perform a variety of administrative and clerical tasks. Ensure that all interactions between the organization and others are positive and productive.
Duties:
Checks pettycash replenishment requests from sites and ensures that disbursements are within the acceptable standard. Prepares analysis and submits to concerned manager for necessary action as required.
Maintains record of lease agreements, monitors expiration and renewal dates. Coordinates with concerned staff and landlord for renewal as required.
Monitors and checks the following expenses and ensures that consumption are within the budget or standards set:
telephone / mobile, internet / IT bills, sewerage bills, diesel / fuel consumption, stationery and office supplies
Develops and maintains efficient inventory systems for stationery and office supplies, furniture and equipment.
Coordinates maintenance and upkeep of head office, including cleaning, utilities, pest control, fire alarm etc.
Handles and addresses the following requirements of the labour camps:
contracts (including sewage removal, pest control, fire alarm, water tank cleaning, water testing, central gas system / LPG & grease trap cleaning )
Prepares and submit expense summary reports (DEWA, SEWA, Salik, ENOC, Telephone / Mobile / Internet)
Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
Prepare LPO and Service Entry Sheet for all admin purchase requirements and outsource staff using SAP system
2) Fitout / Refurbishment Division (April 27, 2015 to April 30, 2018)
Document Controller / Secretary
Responsible for controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation produced by technical teams, projects or departments in a timely, accurate and efficient manner.
Duties:
Receiving and date stamping of all incoming and hand delivered or messenger delivered correspondence, materials, plans, drawings and submittals.
Coding all incoming and outgoing correspondence using company filing system to ensure documents are properly placed in the Master File.
Sending enquiries and preparing BOQ (bill of quantity).
Preparing tender submission and prequalification.
Preparing LPO (Local Purchase Order), GRN (Goods Receipt Note), & SES (Service Entry Sheet) using SAP system.
Preparing bid summary / price comparison sheet
Preparing Payment Application & Subcontractor’s Payment Certificate
Preparing and submitting submittals punctually and with quality / presentable;
Prequalification, Material & Technical Submittal, Shop Drawings, As Built Drawings, Method Statement
Preparing summary of accounts of petty cash vouchers for reimbursements.
Updating the Master Log
Receiving and date stamping of all incoming and hand delivered or messenger delivered correspondence, materials, plans, drawings and submittals.
Identifying and issuing a log to all incoming and outgoing correspondence before entering it in the appropriate log of the document tracking system.
Submitting the following documents punctually and with quality/ presentable:-
Material Submittal, Drawings (Shop Drawing & As Built Drawing), Method Statement, Reports (Daily, Weekly and Monthly Reports), Operation & Maintenance Manual
Scanning of all important documentation and liaising with external reprographics company.
Custodianship of all original documents in a Master File until can be boxed and transferred for long term storage.
Receiving telephone and email inquiries. Coordinating with the respective staff and Project Manager to make outgoing letter and maintain/ keep in proper filing.
Liaise for all incoming visitors in the office.
Liaise for all admin functions (staffs files and records, office supplies, making memos and correspondence)
Manage post, courier and fax, mail services in accordance with service level agreements
Preparing summary of accounts of petty cash vouchers for reimbursements.
Ensures knowledge of staff whereabouts and maintains accurate and complete sign-in/sign-out procedures for on-site staff.
Process replies on own initiative or from Managers’ dictation or notes.
Arranging appointments for Project Manager.
Projects Involved are as Detailed below:
Estimation Department (Juma Al Majid Head Office)
Date: February, 2015 to April 25, 2015
Four Star Hotel On Plot No: C-003-001 At Tecom, Dubai
Date: June, 2014 to February 2015
Mega Distribution Center & Frozen Bakery on Plot P-11, Al Wathba North, Abu Dhabi
Date: October, 2012 to June, 2014
B2B Offices Building, Between Two Bridges Plot No. P3-B, Abu Dhabi
Date: January, 2011 to September 2012
3B + G1 + 9 Storey Ibis Hotel and Offices - DM.P 124-255, Al Rigga Road, Deira, Dubai.
Date: February, 2009 to December 2010
Ibis and Novotel Hotel, Port Saeed, Dubai
Date: May, 2008 to February 2009
2 years completed (2001-2003)
Graduated of a 2 years Certificate in Computer Programming. Performs a basic programming in the computer.