Document Controller
FD Consult
مجموع سنوات الخبرة :9 years, 2 أشهر
• Receive, Register, distribute all files (correspondence, drawings, project documents etc.)
• Ensures all documents is current and up to date.
• Determine and enforce - through functional groups -document control requirements in order for the company to meet internal and external needs.
• Maintain and organize full record of all documents logs for all projects.
• Controls issuance of document numbers, including maintenance of proper document registers for detail engineering or construction engineering project.
• Reviews completeness of documentation and prepares document transmittals.
• Attends site meetings and prepares Minutes of Meetings as per instructions by project manager.
• Prepares project monthly reports for each project as may be required.
• Executes the responsibilities maintaining high level of ethical, moral and professional standards. • Answering, Screen incoming calls; receive guests and visitors. Coordinate and facilitate the reception and logistical arrangements for visiting VIPs and dignitaries, ensuring observance of protocol and sensitivity to cultural aspects. • Administrative and secretarial duties of the firm.
Job Description for Document Controller:
• Receiving all Incoming and Outgoing Document from all Consultants and Client.
• Scan and save all the files that I received and prepare for the receiving copies to have a proof that I gave it for the specific people mentioned in files that I received.
• Circulation of files Incoming and Outgoing.
• Register a Project reference number and give to all IDCC Staff if their requested to.
• Migration of old files to new system.
• Make a hard copies to all files that I received and file to the specific project folder
• Maintained the log for Letters, MOM, Memos, RFIs, DCR’s, Transmittals, Drawings, Invoice, VOR, LOEO, COA, LPO, PCE and All documents I received.
• Manual follow up with the client’s and Consultants internal team to get an expected schedule for all. pending documents.
• Manual follow up of uncollected files for the Consultant.
• Preparing transmittal to all outgoing Contracts, Variation Order, LOE, Statement of Final Account and LPO.
• Sending all the COA, RFP, LET, VOR, CNT, LOE, LOA, LPO, Final Account Statement, Circular Bulletin, Tender Bulletin and Work Order and Outgoing Invoice to the Consultant and Client for all Projects and Tender Projects.
• Maintaining the log for all incoming and Outgoing document from the clients.
• Receiving and Sending fax from/ to Client or Consultant.
• Preparing a document as requested of IDCC Staff
• Transmitting Document to consultant and client if their request and approval of our PD or PM.
• Collect and deliver all correspondences to the client.
• Submitting Proposal to the client
• Checking and signing of Payment Certificate if the attachments and deliverables is completed.
• Creating New Reference register as per requested of the PD and PM.
• Preparing Shipping Form for all Executed Contract, VOR and LOE for all projects and send to Cosultants.
• Creating New Project number and New Tender Project Number.
• Preparing a Project Initiation Document for New Project
• Preparing new Reference register for New Projects and New Tender Projects.
• Creating Status Log for all Tender Projects.
• Maintaining of Status Log for all Tender Projects.
• Maintaining of Drawing log, Transmittal Incoming and Outgoing Log for all Projects.
Job Description for Executive Assistant/ Admin:
• Creating Letters for Client and All the Consultants.
• Creating Confidentiality Agreement, Request for Proposal, Variation Order.
• Creating Purchase Order for Office Stationary Supply and Pantry Supply.
• Creating Contract Agreement.
• Sending of Daily Time Attendance of All IDCC Staff everyday.
• Sending of Monthly Time Sheet Report every cut off.
• Creating leave and Duty Resumption for General Manager, Project Director, Project Manager and for all the staffs of IDCC.
• Creating and Submitting Exit Clearance to HR for my General Manager, Project Director, Project Manager and for all the staffs of IDCC.
• Booking of Hotel and Ticket for all Business Trip of my General Manager and for all Project Director and Project Manager.
• Creating Purchase Requisition for all IT request, ID and Business Card.
• Requesting PC’s, Software’s, email for New Join Staff.
• Requesting IT to register New Join Staff in Time Attendance Machine.
• Communicate on the HR for the Requirements of the New Join Staff
• Arranging Drivers for General Manager, Project Directors and Project Manager.
• Requesting on Admin if we need a Maintenance on the office.
• Assisting General Manager, Project Directors and Project Managers for all their need.
• Handling Info IDCC
• Sending CV’s, Company Profile and Invitation received on Info IDCC
• Returning of PC’s of all the staff that has been terminated or resigned.
• Creating and Requesting of Exit Permit, Multi Exit Permit and Final Exit Permit.
• Requesting for reimbursement of All IDCC Staffs.
Provide support and assist to the IT Department in day to day activities.
• Answer telephones and transfer to appropriate staff member
• Keep the IT request orderly, complete & categorized for easy accessibility & maintain detailed and accurate records in order to accurately retrieve the data.
• Monitoring and updating of the Electrical stock list
• Make recommendations about purchase of technology resources
• Respond to support requests from field offices and other for all correction and additional data entry requirements & assisting the user in resolving the hardware & software network problems
• Maintain log and/or list of required repairs and maintenance
• Troubleshoot hardware, software and network operating system
• Be familiar with all hardware and software
• Be familiar with network operating system
• Provide an orientation to all new user of the exciting technology
• Install work station
• Formatting of computer
• Prepare a monthly report for all the stocks
• Other tasks include printing, photocopying, circulation of documents and ordering supplies