Secretary Cum Document Controller
Ifg
Total years of experience :10 years, 9 Months
Greet clients and visitors with a positive, helpful attitude. Assisting clients in finding their way around the office.
Greet vendors, customers, job applicants and other visitors and arrange for transportation services when needed.
Answer and address incoming phone calls in a timely and polite manner
Clearly determine the purpose of the call
deal with queries and provide correct information
Forward calls to appropriate person, take and deliver messages accurately and completely.
Sort and printing important incoming mail and distribute to the assigned personnel to do the work.
Updating / log for incoming emails
Updating portal system for all projects Inquiries and make sure it generates with quotation.
Prepare outgoing mail for pick-up or courier
Prepare correspondence and documents
Update databases & prepare and maintain spreadsheets
Schedule and follow up on appointments.
Sending and replying emails to the client.
Creating quotation or proposal for the projects Inquiry (Piling shoring, HDD, NDRC Works, Pipe Jacking as per the estimation instruction.
Sending proposal to the client.
Preparing Tax Invoice as per instruction.
Preparing Submission of tender document to the client.
Arranging and monitoring the driver route.
Interacting between Client & Consultant, provide the required documents / requirements.
Responsible for day-to-day Document
Management workload.
Received, issued, log, update and keeping of
all the projects related documentations, I, e
Drawings, Specification, Data sheet.
Provide daily admin roles as well as project
division secretarial roles to the project team
and department for proceeding efficiently.
Consolidate all progress reports from
projects site and submitted to each
department head for weekly progress report
and projects cost and schedule.
Responsible for managing emails, queries and
distributing to the concerned personnel to
their information.
Perform document control duties, which
include: registering all the incoming and
outgoing correspondence, transmitting
drawings and documents and other related
documentations from projects site.
Maintain, update & control all the register
(Shop Drawings, Material Submittals, Method
statements, RFI, etc.)
Manage the document control process for
both electronic and paper formats across the
projects.
Routing of all latest approved documents and
shop drawings to the engineers, sub-
contractors.
Organize and maintain filling system of all the
technical submittals, shop drawings, and
other related documents of project site.
Ensure full compliance to the clients
Document control and Document numbering
location.
Support the project team in administrative
support activities to maximize efficiency and
response to client requirements.
Scanning, uploading and retrieving
documents, approvals and revisions,
document library and archives.
Preparation of construction document
Submittals, (Structural, Mechanical, Electrical,
Monthly Report and submit to the consultant.
Provide admin support in the
acknowledgement of correspondence and
transmittal.
Set up and maintain email files to enable
structured organization of all electronic
communication.
Maintain the document transmittal and
correspondence numbering sequence
registers.
In the role of Document controller take
incoming Client and third-party calls with
regard to the document.
Greetings customers.
Always assist the customers of their needs.
Collect payment from customers
Issue receipts, refunds, credit, or change due
customers.
Count the money before giving change to the
Make guest feel welcome, manage booking r
reservation and maintain security by following
procedure monitoring log book.
Answering incoming calls or repairing inquiries.
Deal with queries from the public and
customers.
Ensure knowledge of staff movements in & out
of organization
Supervised sales targets, sales patterns in the
market, market & industry analysis, generated
& increased sales, dealers & distribution
network,
selection & motivation of dealers, relationship
management, key accounts and so on
Ensured ROI of distributors with their
inventory
and debtors’ control and at the same time
operating within the assigned liability
Ensured overall profitability of the region
General administrative and clerical support
Provides assistance to all the client in the
highest standard at all times
Perform routine checking duties to ensure
accuracy of recorded data
Provide administrative support to the
management and other head staff.
Answering phone calls and emails and direct
forward to appropriate staff.
Receiving faxes, photocopying, printing, binding
documents.
Filing documents (soft copy & hard copy),
organizing Incoming & outgoing letters from
clients & others, send and receive email of
faxes.
Monitoring staff passport renewal & health
insurance.
Organizing and maintaining paper and
electronic files
Ordering and maintaining stationery and office
equipment’s.
Handling petty cash.
Doing administrative support.
It's my gratitude to finish my studies with my own strive as a working student.