Administrative Assistant/ Document Controller
ASTAD Project Management
مجموع سنوات الخبرة :11 years, 1 أشهر
• Processes Incoming Correspondences and distribute it to the Cost Engineer for letters with relevance to cost.
• Prepares and drafts Outgoing Letters and send it to the Contracts Manager and/or Project Manager for their review. After the Contracts Manager reviewed and signed the letters, these will be sent to the following recipients: Client and Contractors.
• Scans and processes Incoming Technical Documents such as Material Transmittal, Drawings (Shop Drawings, Pre As-Built, As-Built), Method Statement, Request for Information (RFI) Prequalification. Close-out Reports, etc. and distribute it to respective Engineers for their review. These documents are distributed according to their field of specialization such as Civil/Architecture, Electrical, and Mechanical.
• Scans and processes Incoming Inspection / Test Report documents such as RFIT (Request for Inspection / Testing) and DIR (Deliver Inspection Report). These documents are distributed according to their field of specialization such as Civil/Architecture, Electrical, and Mechanical.
• Scans and processes Daily Reports from the Contractor and distribute it to all Engineers to verify the Contractor’s daily activities on site. All Engineers will then sign off the report. The signed reports will be returned to the respective Contractors.
• Once the Engineer finished reviewing the Technical Documents such as Material Transmittal, Drawings (Shop Drawings, Pre As-Built, As-Built), Method Statement, Request for Information (RFI) and Prequalification, the Engineer will then send me the OCS (Observations Comments Sheet). The content of the OCS are Engineer’s comments and Returned Code of the documents submitted by the Contractor. The Returned code of the documents are as follows: A - Approved, B - Approved with Comments, C - Commented and Resubmit, D - Rejected / Not Approved and E - See Response.
• To process and submit the OCS to the Contractor, transmittal will be prepared. The transmittal will be signed by the Project Manager.
• Once the PM signed the transmittals, these will be submitted to the Contractor along with the OCS.
• All incoming and outgoing documents (correspondences and technical documents) are saved in the EIMS (soft copies) and circulated through email (links provided).
• Ensures and maintains up to date registers and logs of the documents. In this way, the status of the incoming and outgoing (correspondences & technical) documents is maintained and controlled in a timely manner.
• Maintains registers for the reference numbers of the letters and transmittals.
• Follow up Engineers for the technical documents reviewed exceeding to more than 3 days.
• Perform basic IT works like connecting printer and scanner to the Team’s individual PC and troubleshooting connection.
Works under the guidance of the Project Manager and Construction Manager and provides assistance to the Project Team as required.
Performs administrative and office activities including monitoring of daily and weekly timesheets of site staffs
Monitoring the annual leave, medical leave, and any other leaves of site staffs
Responsible for stamping and receiving documents from the contractor (Derwind Contracting and Trading) such as Document Submittals, Material Submittals, Shop Drawings, IRs (Inspection Requests), MIR (Material Inspection Request), RFI (Request for Information), IFC drawings, MEP Drawings, Correspondence Letters (Incoming and Outgoing), Interim Payments, from all disciplines such as Architectural, Electrical, Mechanical, as well as Civil and Structural.
Responsible for distributing the documents to all the concerned Engineers/Managers.
Maintaining a proper document controlling and filing system for all the documents related to the project.
After duly signed by the respected Engineers, Project Manager and Construction Manager, I am responsible for the distribution of the documents to the Contractor.
Responsible for preparing MOM (Minutes of Meeting) and other correspondence as required.
Maintains an updated and timely tracking inventory of site office supplies and stationeries and also responsible for the requisition of these supplies from the Contractor.
Prepares the Daily Activity Report (Site Activities) of the project.
Prepares the Monthly Progress Report of the project.
Performs administrative and office activities for HR and Assistant HR Manager.
Word Processing, Creating spread sheets and presentations
Electronic scanning of documents for distribution as PDF digital copies to designated.
Review & approve the progress billing/invoices of booked tickets
Communicating with travel agencies for the ticket bookings of employees that will have to take their periodical leave, annual leave, emergency leave or final exit
Makes LPO or Purchase Order with keen details.
Maintaining a hard copy reference library of all documentation which ensures quick and easy retrieval of information.
Makes Transport Request for employees leaving and arriving the country
Makes summary accounts of the expenses
Producing regular reports of manpower status.
Responsible for dealing enquiries regarding fare quotes, flight availability, flight status, and flight frequency of all airline companies through the Skyspeed ticketing system, VIA (http://ph.via.com/agent), and Murang Lipad (http://b2b.muranglipad.com/).
Responsible for the reservation and issuance of customers’ flight bookings.
Responsible for the reservation, issuance and answering inquiries regarding hotel accommodations, tour packages, and airport transfers.
Responsible for reminding passengers upon booking of the ticket about ticket restrictions, airline policies and their requirements for check-in.
Responsible for making accountable statement of accounts in every ticket and hotel accommodation sales.
Responsible for keeping a record of statement of accounts and have it input in sales monitoring.
Responsible for rebooking, change name, baggage upsize or additional, or any other amendments the passengers need for their confirmed itinerary or ticket.
Responsible for assisting passengers with complaints and thoroughly explain to them in a courteous way regardless on whose fault it was.
Quantity take off & estimation of materials
Responsible for accepting for check-in and boarding of passengers according to their flights.
Responsible for weighing all check-in baggage, collecting any excess weight charges, and issue baggage tags for passengers.
Responsible for checking and verifying the validity of the passenger’s identification cards or any other documents.
Responsible for ensuring that all passengers who have checked in the flight will be able to board the aircraft.
Responsible for ensuring safety rules and border regulations (on visas and baggage) are followed.
Responsible for assisting passengers with special requirements or lost baggage and during flight disruptions.
Responsible for providing seat numbers for passengers.
Responsible for providing boarding passes.
Responsible for telling passengers about luggage restrictions.
Responsible for dealing with passenger enquiries about flight departures and arrivals.
Responsible for helping passengers requiring special assistance such as disabled and elderly passengers, parents with infants and unaccompanied minors.
Responsible for providing an abstract or a piece of summary profile of certain companies spanning across the world.
Responsible for researching and writing company profiles with such specifications as establishment year or history, registered headquarters, primary business line, as well as products and services offered.
Responsible for hitting a quota of 30 articles per day.
Responsible for writing an article with a minimum of 100 words and a benchmark maximum of 500 words.
Responsible to write an abstract as many as I can without compromising the article’s quality.
Responsible to write a plagiarism-free article.