Document Controller
PROJACS INTERNATIONAL
Total years of experience :13 years, 3 Months
•Responsible in updating and Monitoring of all incoming and outgoing MIR, IR, Shop Drawings, Material Submittal, Material Approval and other documents related to the Project.
•Prepare Weekly and Monthly Reports of pending and overdue documents from Consultant.
•Checking and receiving of documents submitted by the Contractor (MIR, IR, Shop Drawings, Material Submittal, Material Approval, Reports (Weekly & Monthly)
•Prepare and consolidate reports given by the engineers for finalization and submit to Client.
•Prepares Material submittal to client for Approval.
•Responsible in filling hard copies of MIR, IR, Shop Drawings, Material Submittal, Material Approval and other documents related to the Project.
•Directly report to Project Manager.
•Ensure that pre-established document control requirements (document lay out and numbering system, how many and which signatures are required for certain approvals, etc.) are satisfactorily met throughout the duration of the project
•Expedite review, signature approval, and release of internally produced documents
•Enter data, receive, track, and control documents using the Electronic Document Management System (ACONEX) to register documents and maintain databases
•Produce logs, transmittals, and other reports as required
•Process INCOMING/OUTGOING correspondence and other documents related to the projects.
•Collate and process Engineers Review Sheet for the comments and signatures of reviewers to be transmitted to Contractor via Aconex
•Assist colleagues in searching, documents, reports, correspondence etc…using ACONEX.
•Process Workflow of Document submittals from the Contractor using right template.
•Provide assistance to users in capturing and locating electronic information
•Any other administrative tasks.
•Answering phone calls and inquiry
•Responsible for releasing and receiving of documents, files, correspondence such as, In-coming and Out-going letters and Internal & External Memo and Submittals like the Shop-drawing., As-built drawing, Document, and Material Submittals
•Taking over duties for the absent of the Site Secretary in handling internal communications like memoranda and circular, including making weekly correspondence action report (which assign to every senior and managerial engineers).
•Monitoring As-built, Document, Material & Shop drawing submittal, especially Operation & Maintenance Manuals through it revision, approval and handing over through the client
•Classifying correspondence and submittals to its assignees (Architectural, Structural, Electrical, Mechanical & etc.)
•In charge of checking of documents for distribution to its assignees
•Files documents and maintains an updated, and organized filing system and keeping it safe mainly on invoices, bonds, document tender and claims
•Handles incoming and outgoing communication (phone, fax, mail and e-mails)
•Assigning reference number on correspondence
•In charge in storage of old files, documents, drawings and soft copies Ensures availability of office supplies and facilities and other logistic needs
•Handles updated records and preparing reports on Submittals (Shop Drawings, As-built Drawings, Documents, and Materials)
•Handles the library of files and arranging & files at the store room.
•Operate office equipment such as photocopier, scanners, plotter with scanner and printer
JOB DESCRIPTION:-
- Executive Secretary - responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.
- Document Controller - maintains and manages all important documents either for a particular project or whole organization and assures that it is easily accessible and stored. Also maintains and examines related files to release blueprints, drawings, and engineering documents to manufacturing and other operating departments.
DUTIES AND RESPONSIBILITIES:
Executive Secretary/Receptionist:
• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancelations or new meetings.
• Manage travel and schedule of the Managing Director.
• Prepares visa application, travel requirements and travel documents.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up by the courier.
• Greet and receive visitor.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers & records.
• Operate office equipment, such as photocopy machine, fax machine, scanner and etc…
• Coordinate committees and task forces.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system.
• Sign and receive for delivery of courier packages.
Document Controller:
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Generate the various document control reports as required.
• Typing of site documents, and follow up of all the site needs
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Maintain the 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.
NATURE OF BUSINESS:
- Professional Consultancy Services across a wide variety of disciplines, ranging from preliminary and feasibility studies, design and construction supervision to program management, commissioning, inspection and maintenance.
● In-charge of preparing correspondence, Bussiness letters and answering e-mail
● In-charge in giving necessary data, information, reports and other related work to general manager
● Able to communicate to different people
● can do multi-tasking and flexible in any field of work
● Filing important documents for safekeeping
● Ensure efficient and Effective flow of informaion and activties.
● Receive records all incoming internal and external documents/communications.
● Assisting phone Inquiries or drop by clients/visitors.
● Proficient in MS office and can operate office equipments
JOB DESCRIPTION
Preparing and typing Weekly Report and Monthly Report for the dredging Project. Maintaining and updating files.
DUTIES AND RESPONSIBILITIES:
● Proficient in MS Office
● Answering phone calls and inquiry
● Acting HR personnel
- handling CV of applicants to be reviewed by the Managing Director
- preparing visa application
- Provides individual file for all accepted applicants
- preparing list of selected applicants to be contacted for interview
- Responsible in monitoring availability of office supplies
● Preparing memos, letters, quotations and business correspondence
● Ensure efficient filing of important documents for future references
● direct reporting to the Managing Director.
● Make flight booking for the Managing Director and employees
● Report everyday activity to the Managing Director
● Coordinates to supplier regarding equipments and materials needed in the
working area.
● Coordinating daily work status to main office in Kuwait
● Remind work activities, meetings, appointments and other necessary
transactions to the Managing Director
● Preparing Weekly and Monthly Progress Reports for our Project in Al Wakrah
● Prepares payment for monthly bills
●prepares mid-month sales and monthly sales reports
● Prepares Purchase orders
● monitors the incoming sales of Sales Engineers.
● preparing sales module in order to track the new and old projects and to check which project are still in Work in Progress or Finished
● Prepares invoices to be forwarded to the accounts for the preparation of payments.
● Coordinates with the supplier regarding the availability of the products
● Coordinates and monitor to the supplier the shipped out date and arrival date of shipment
● Prepares correspondence
● Entertaining Client calls
● Arranging files as per project of each Sales Engineers.
● Coordinate with the suppliers regarding faulty or defective items.
● Arrange shipment with the courier regarding defective items going back to supplier for replacement