Documents Controller cum Administrative Assistant
DECO Building Contracting
Total years of experience :10 years, 3 Months
-Responsible for preparing outgoing correspondences through letters and email.
-Responsible for scanning and filing all outgoing and incoming documentsoft and hard copies) and assuring it to be filed and organized properly.
-Assisting in preparing monthly interim payments.
-Preparing daily, weekly and monthly report.
-Answering incoming calls.
-Preparing submittals.
-Responsible in assuring logs for incoming and outgoing documents are to be updated.
-Coordinate with the Project Manager and Engineers.
-Coordinate with suppliers and subcontractors.
-All administrative/office works assigned to me by Manager.
Ensuring quality formats being used adequately for correspondences, submittals, transmittals, requests to consultant, sub-contractors and suppliers.
Responsible for receiving, circulating and recording all incoming and outgoing faxes, emails, letters and hard deliveries.
Make sure that all received documents from the consultant such as shop drawing submittals, material submittals, pre-qualification submittals, RFI and Inspection Requests that were being commented, rejected and approved are given or released to the appropriate staff, sub-contractors and suppliers applicable.
Maintain and control submittals, letters, transmittals and requests references to come up with better/good documentation.
Prepares letters, submittals and transmittals etc. as assigned.
Receives invoices from sub-contractors and suppliers. Performs document quality check in accordance to Company engineering document control procedures.
Coordinates with Engineers in order to prepare engineering project reports such as daily, weekly and monthly report as may be required. Maintain documents and drawings in the document control office under safe custody without any damage or deterioration with easy traceability. Maintain the files and control logs as required by the project.
Deal with all enquires in a professional and courteous manner in person, on telephone as well as via e-mail.
Performs other duties as assigned by the Project Manager and other Engineers in the site office.
Provides clerical, customer service, accounting and administrative support to professionals, either as part of a team or individually.
Consolidating work and financial plans of all offices.
Making annual investment programs of the municipality.
Using variety of software packages, such as Microsoft Word, Excel, Outlook, and PowerPoint to produce correspondences and documents.
Ensures all incoming and outgoing files are being filed and recorded.
Making work and financial plan.
Prepares project proposal of the project under annual investment programs.
Preparing some documentary requirements for projects.
Providing support for client’s needs.
Updating socio-economic profile of the municipality
Deal with all enquires in a professional and courteous manner in person, on telephone as well as via e-mail.
Organizing and storing paperwork, documents, and computer based information
Booking travel reservation and hotel booking for government agencies visitors.
Facilitating and attending seminars and trainings.
Work closely with other offices and follows established guidelines.
Coordinates special activities and programs which may include training activities.
Filing and record-keeping of all important documents and correspondence to meet the need of the department team.
Performs other duties as assigned by the Department Head.
Best in Thesis Awardee