Senior Document Controller cum Projects Secretary
WS Atkins & Partners Overseas
Total years of experience :24 years, 3 Months
• Arranging Visa, Hotel Accommodation & Air Ticket for the Project related travels.
• Diary / Calendar / Meeting Management
• Arranging Video Conference and Meet Me Conference Calls
• Monitoring travel arrangements, liaising with Hotels regarding accommodation, menus, meeting rooms, etc.
• Renewal of the Tenancy Contract for the office and related senior staff accommodation.
• Liaising with sub-consultants and compilation of the documentation for proposals. Preparing the summary of fee breakdown. Coordinating sub-consultants queries with the help of the Bid Director / Manager.
• Bid preparation from initiation until submission of the Technical and Financial proposals to Client.
• Undertaking a Bid/No Bid exercise to decide whether to make a submission or not
• Arranging Bid meetings (Skype/Video Conference or Conference Call)
• Understanding the RFP for timely management of tender activities
• Assisting Projects Directors, Project Managers, and Bid Managers in document generation.
• Preparing Project Cost Report via JD Edwards
• Prequalification Submission and online Vendor Registration with full responsibility for the entire Property Department (Abu Dhabi office & Dubai office).
• Executing Project Quality Plan (PQP).
- Implementing Document Filing System,
- Implementing Document Numbering System
- Preparing Project Organisation Chart
- Manage to collect all relevant documents to compile the PQP
• Assisting QSE Manager
• Working in a multi-task environment and having a wide knowledge of Document Controlling.
• Soft and hard copy of all types of documents and drawings scanning and distributing as per EDMS and ensuring that the documents are scanned and reach the right person / place and controlling folder structure for easy retrieval.
• Keep track of the incoming and outgoing documents/drawings, correspondences.
• Ensure appropriate QMS checks have been done.
• Maintaining Logs for all the site submissions and transmitting the documents via Aconex.
• Organizing, filing, documents, records, etc. in a systematic manner, ensuring smooth operations & maintaining proper decorum / discipline by implementing policies and procedures.
• Compilation of Projects Reports, Tender Analysis Reports, Correspondences, Documents pertaining to the different stage submissions as per ISO 9001-2000 standard, ensure prompt delivery and action any necessary further follow-up.
• Archives of all documents as per the Project Quality Plan
• Liaise with department head for the timely submission of documents and drawings.
• Checking the quality of documents to be delivered.
4 years of experience as Secretary. Handling site adiministration and all over documentation.
3 years of experience. Assissting Purchase Manager in the daily purchase for the projects works. Simultaneously I am handling Reception and all the secretarial works assigned by GM of the company.