Secretary/Document Controller
Consolidated Contractors Company - Qatar
Total years of experience :20 years, 0 Months
MANAGEMENT:
1.Encoding of letters for client, and contracts for the sub-contractors and suppliers etc.
2.Receiving and replying on the emails from various departments.
3.Scanning, photocopying of documents.
4.Maintaining copy of files both hard and soft copies.
5.Checking on the documents submitted for signatures of the incharge management.
PROCUREMENT:
1.Checking on the details of the local purchase order as per the request and all the attachment needed.
2.Arranging the delivery receipt and the invoice received and attached it on the corresponding L.P.O.’s for the system encoding.
3.INPUT detailed of the received materials as per the delivery receipt on the system (TALISMAN) to be able to have the OUTPUT report on the receiving and issuance.
4.Trailing of the documents from the received of the materials up to the accounts for the payment.
5.Preparing of Transmittal Report going to Cost Section for the cost code and signature.
6.Taking care of the files including the labelling and filling on the designated files and areas.
7.Preparation of Local Purchase Order based on the request received thru the systems provided.
8.To be flexible on the work that the manager asked you to do.
* Incharge in maintaining and managing all important documents for a particular project as well as for the whole organization and workers documents and assures that it is easily accessible and stored.
also, incharge in construction of letters involving the projects and for the needs such as materials and supplies of the projects.
Coordinate activities related to document control procedure, including technical documents, drawings, and commercial correspondence.
Input document data into the standard registers ensuring that the information is accurate and up to date.
Encode all materials thru received invoice and check the same on the P.O. prepared.
Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
Maintain updated records of all approved documents and drawings and their distribution clearly.
Arrange travel tickets, documents, customs and other related important matters.
Encoding and keeping important documents
Send, receive and transfer messages to superior as well as all correspondents, including faxes and emails.
Assist the General Manager in all his needs every time he’s in the country.
Remind the superior regarding business and personal appointments
Designs upgrade and worked for the manuals.
* Responsible for all the repair & maintenance requirements of Philexport including the various offices, and providing assistance in the implementation of the Systems and Procedures relative to this function
* Responsible for all the canvasses, purchases, stocks and issues office supplies and equipments; performs related functions as assigned.
* Takes Charge of the Purchasing System of the college to include planning, monitoring, material and product sourcing, canvassing, supplier accreditation and inventory control of all Food and Beverage Laboratory Ingredients and Laboratory Manpower Scheduling, Assignment and Evaluation of Personnel under his section.
* Provides and directs students/customers detailed, accurate, factual, and relevant information at the information counter. Handling all inquiries in a warm, friendly, alert and courteous manner. Responsible mainly for receiving and issuance of various students records, correspondence for approval, different forms, certifications, transcript of records and other related documents as directly by the Registrar.
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