Josie Gamage Don

Admin Assitant (DC) at Louis Berger

• Qatar - Doha
• My current job since December 2011

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Admin Assistant (DC)

Coordinate all activities related to the Document Control procedure, Including technical documents, drawings, and commercial correspondence.
 Responsible in receiving the technical documents such as Material Submittals, Shop Drawings, Method of Statement, Specification, Calculations, Pre-qualification, Sketches, As-Built, Pre As-Built, Test Reports, Draft Operation and Manual from the contractor and input all the data in ACONEX.
 Monitor and follow-up if any pending / overdue documents from discipline Engineer.
 Make a work flow through ACONEX to concerned engineer as per the discipline codes and applicable templates.
 Make sure to follow up the concerned engineer to review the drawings within 7 days only.
 Technical document should be process as per the approval flowchart .
 Once the technical documents is reviewed and commented as approved comments code then input the data to ACONEX for future reference/use.
 Receive, release and distribute the Request for Inspection and Testing (RFIT’s) and Material Delivery to Site (MDS)
 Follow up the concerned discipline with regards the RFIT’s and MDS if it’s inspected, as per the required date to avoid overdue and comply in time frame.
 Make sure that the RFIT’s and MDS will be released to the contractor 48 hours from the date of the inspection as per procedure.
 Responsible in updating the RFIT’s and MDS registers on daily basis.
 Responsible in keeping the soft copies and hard copies for filing.
 Once the RFIT’s and MDS are coded as approved or closed then upload and register the data in ACONEX for future use and easy retrieval of documents.
 Assisting QAQC Engineer to compile and process the NCR and SDR.
 Responsible in NCR and SDR controlled reference number.
 Responsible in updating the NCR and SDR log and close monitoring for the open issues.
 Assisting QAQC Engineer in receiving the Request for Snagging and distribute to concerned Engineer to perform the snagging.
 Input document data into the standard registers ensuring that the information is accurate and up to date.
 Generate the various document control reports as required.
 Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate discipline, subcontractors and suppliers as applicable.
 Maintain updated records of all approved documents and drawings and their distribution clearly.
 Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
 Maintain the files and control logs as required by the project.
 Timekeeper in Head Quarter Project.
 Follow up and remind all staff to fill up/Complete there online timesheet every Thursday before 12:00 noon.
 Assist and Arrange all site staff transportation anytime.
 Knowledge in use of spreadsheets, database, word processing and selected job specific software.
 Ability to keep clear and accurate records and reports.
 Ability to use computer and rapidly input data and retrieve records and information.
 Ability to organize work load and to manage a filing methods and management techniques
 Build / maintain relationships with team members / suppliers to promote the use of the document library and provide support where required
 Ability to control multiple flows of information
 Generate the various document control reports as required.
 Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate discipline, subcontractors and suppliers as applicable.
 Maintain updated records of all approved documents and drawings and their distribution clearly
 Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.