Document Controller/FM Coordinator
Blue Diamond Group of Companies
مجموع سنوات الخبرة :16 years, 9 أشهر
Receive and register via electronic device for soft copy purposes, and forward it to the Facility Manager for approval and other necessary details added for documentation.
Stamp for distribution, make a copy for filing purposes and make sure that they are designated to the right person at the right time.
Assures document quality to include completeness, accuracy and compliance with established procedures and updates. Filing and archiving of documentation to facilitate easy retrieval.
Provide an effective front desk service.
Maintain office correspondence.
Liaising with Managing Director, heads of departments and staff to identify their facilities related requirements and propose and manage cost-effective solutions.
Provide an effective response to customer queries and complaints (written and via website).
Support the work of the department in service monitoring and supplier management, ensuring that the required standards are maintained both front (FOH) and back of House (BOH).
Provide administrative support to enable the Facilities Department to function effectively and efficiently.
Prepare Facilities Management proposal and quotation for the client.
Submit to the Weekly Report of the all the proposal and quotation to the head of the department.
Prepare Monthly Materials Report.
Prepare Contract Agreement between the company and the client.
• Perform daily review and entry of the invoice details.
• Data entry on the Concur Intelligent Capture of all the required invoice information. Captures alphabetic, numeric, or symbolic data from vendor invoices into computer following format displayed on screen, and captures/types necessary invoice information in accordance to client’s guidelines.
• Compare data with source documents, or re-enter data in verification format to detect errors.
• Confirms accuracy of data such as vendor name, invoice number, invoice amount, invoice date, PO number, tax, shipping and invoice owner.
• Reviews and makes necessary corrections to the information captured.
• Compiles and verifies accuracy of data to be captured.
• Contributes to a team effort and accomplishes related results as required.
• Locates and corrects data entry errors, or report them to supervisors.
• Maintain logs of activities and completed work.
• Capture invoices data according to client’s needs.
• Process delicate invoices of clients of Frank Russell Investment, Getty Images who are in German, Italian, French and English language.
• Helps IC Team Lead to track all the productivity reports and skipped invoices everyday
• Helps IC Team Lead to validate team members accuracy in all invoice information captured within two days.
• Helps IC Team Lead to monitor productivity and SLA.
• Suggests quality programs to minimize and detect errors.
Receive and register client provided document for detail project, including in-house generated document.
Control issuance of document numbers, including maintenance of proper document registers for detail project.
Maintain specifically assigned project database/s.
Ensure proper document classification, sorting, filing and proper archiving.
Review completeness of documentation and prepares document transmittals.
Prepare and maintain transmittal to Client during project.
Perform document quality check in accordance to Company document control procedures.
Perform file backup to ensure proper storage and archiving of electronic registers.
Prepare construction project reports, as may be required.
Receive documents and drawings, stamp, register via electronic device for soft copy purposes, and forward it to the Project Manager for approval and other necessary details added for documentation.
Stamp for distribution, make a copy for filing purposes and make sure that they are designated to the right person at the right time
Received documents via electronic device for soft copy purposes, and forward it to the Project Manager for approval and necessary actions.
Assures document quality to include completeness, accuracy and compliance with established procedures and updates. Filing and archiving of documentation to facilitate easy retrieval.
Maintain all office correspondence.
Set appointments, schedule meetings of immediate superiors.
Organize hotel and travel arrangements of immediate superiors.
Prepare Daily Site Report and submit to the Construction Managers.
Prepare a register of material requisition forms and approved forms.
Register and issue payment checks to contractors and supplier.
Prepare a timesheet for all site staff attendance and performance every month.
Control the dispensation of petty cash of the site office.
Prepare and submit Petty Cash registry to head office.
Collect and make summary of all invoices and submit it to head office.
Prepare, monitor and submit Claims Status Registry.
Prepare Claims and Retirement of IOU form for all staff employees.
Prepare and manages reports, contracts and documents.
Attend to telephone calls, inquiry and other related matters.
Provide information by answering their questions/ requests.
Maintain supplies inventory by checking the stock to determine inventory level or anticipated needed supplies.
Organize travel arrangements of the immediate boss.
Handle incoming /outgoing mails and other materials.
Maintain proper filing system.
Maintain schedules and calendars of the immediate boss.
Answer telephones and give information to callers, take message or transfer call to appropriate individuals.
Answer phones calls, inquiries and schedule appointment of the patient.
Enter data in the patient’s records for updates.
Maintain all medical records of the patient.
Assist patient’s needs.
Perform nursing care for the patient.
Administer first aid treatments and provide medications for patients as needed.
• Prepare and manages reports, contracts and documents.
• Attend to telephone calls, inquiry and other related matters.
• Maintain office correspondence.
• Provide effective front desk service.