Document Controller cum Secretary cum Receptionist
Rafik El-Khoury & Partners
Total years of experience :10 years, 11 Months
March 2010 - up to present Document Controller cum Secretary cum Receptionist
Rafik El-Khoury & Partners
Consulting Engineers
Document Controller
Duties include:
• Responsible for coordinating with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive.
• Ensure all corporate documents are well checked and submitted on time
prior to the documents submission due date.
• Ensure that all documents have no errors in file names, submission, etc before submitting to avoid confusion.
• Maintain files and control logs for the Project.
• Receives all incoming documents. Determines filing category and makes input to the document/drawing control databases.
• Records all dispatched documents in the document/drawing control systems.
• Retrieves documents and maintains the automated distribution log.
• To upload incoming documents on to (computer based document control system)
• To manage the process of archiving in electronic and/or hard paper format.
• To manage the process of correspondence distribution.
• Managing and distributing the documents to the contractor and for modification work.
• Responsible to include preparation, submission and follow- up of documents, routing/distributing of documents as per company procedure & requirement in expedition.
• Implement standard procedures for receiving, dispatching, distributing & filing of documents being handled in the section.
• Filing/Storing and data maintenance in such a manner that Information should be available for all concerned persons at anytime.
• Maintaining a standard system of project filing (both manual and computerized), enabling easy reference of all project letters/documents instantly.
• Preparing documents for Monthly Progress Report and Submittals Log.
• Downloading/Uploading of Drawings and Documents via ACONEX, PROLIANCE, FTP, and etc
Secretary /Receptionist
Duties include:
• Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
• Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences, teleconferences, and travel.
• Arrange and confirm appointments for General Manager
• Preparing for letters and other documents, such as Word, Excel and PowerPoint presentations.
• Attending Switchboard, handling phone calls
• Encoding contacts in our data base, update all contacts
• Preparation of Local Purchase Order (LPO)
• Orders offices supplies, repair services, shipment of documents via Aramex, FeedEx, and etc
• Keeping file of hard copies of all the business cards from the GM
• Assigned in Hotel and Car Booking
• Arranging HR files, assisting PM's and Engineers if necessary
• Receiving / sending documents through fax, sending emails using company email
• Monitor Statement of Capability of the Company
• Keeping copy of Company Licenses & other registrations / certificates
• Register International calls and make a print out of it for the HR signature and keep the signed copy as reference
• Keeping copy (hard & soft) of all staff time sheet, arranging time sheet of the site staff for invoicing
• Compilation of Catalogues & Requesting for catalogues
• Coordinates with the PRO
October 2006 - September 2009 Secretary cum Inventory Clerk
Sea Merchants Inc.,
Pier 4, North Reclamation Area Cebu, Philippines
Duties include;
• Circulation of interoffice memo for any updates from the higher management
• Responsible for registration of cash registration machines on a day-to-day basis from start of business until close of business
• Posts notices and ads for merchandise on sale or on promotion
• Prepares inventory report to reconcile with the total sales on a given period
• Compiles and maintains non-monetary reports, inventory and records.
• Answers and forwards phone calls to the right person.
• Takes messages for staff who were unavailable to meet or take calls with the client.
September 2004 - August 2006 Receptionist cum Cashier
WBU INTERNATIONAL CORP.
Duties Include:
• Attending and manning the Reception Desk
• Taking and forwarding calls to the specified office
• Receives and disburses money for petty cash expenses
• Receives payments for document forwarding, copying and rerouting
November 2002 - March 2004 Encoder / Clerk
SKY INTERNET CABLE
Duties Include:
• Batching of documents / job orders for the day
• Routing of job orders to the specified department
• Forwarding P.O.s and Supplier's Invoices to the accounts Department
• Types and files requests for job orders
College: Cebu Institute of Technology Cebu City, Philippines Course Graduated: Bachelor of Science in Computer Science