Quality & Safety Support Administrator Assistant
IRISNDT
Total years of experience :8 years, 0 Months
Handles all the Safety and Quality department related tickets (inquiries) and their close-out.
Responsible in maintaining an accurate inventory of radiography exposure devices under the Canadian Nuclear Safety Commission - CNSC’s website, in charge in the preparation of transfer/receipt paperwork of these devices
and updates the company’s internal record/shipping documents.
Tracks the maintenance schedule of exposure devices for radiography services. Archives equipment calibration
documents and maintenance records.
Manages document control and filing of records, ensuring systematic organization and accessibility. Receives
document update requests from various departments, in charge in the formatting of documents,
review/approval process and publishing within the SharePoint Document Center.
Accountable in managing Safety/Quality documents such as manuals, procedures, forms and policies.
Uploads project documentations and correspondence to all the Client SharePoint sites for external use.
Handles the company’s account with the Worker’s Compensation Board - WCB in various provinces including
Alberta, British Columbia, Ontario, Saskatchewan, Manitoba, Newfoundland and Labrador and requests WCB clearance letter/rate statements as per the client’s request.
Manages the company’s subscriptions in various prequalification portals (ISN, Avetta, CanQual, ComplyWorks, Contractor Compliance), keeping an up-to-date profile to maintain client connections for future projects.
Maintains an updated record of technicians’ Quality and Safety Certifications, uploads all certifications to the company’s Employee (HR) portal, follows-up for the renewal of expired certifications and books appointment for the renewal training of technicians as required.
Assigns training courses to technicians through Talent LMS and ISN.
Collates drug/alcohol tests results of the technicians and obtains clearance letters from the testing facilities.
Provides comprehensive support to the manager by preparing, editing, and formatting reports as needed.
Serves as the primary point of contact for both internal and external clients, ensuring prompt and professional
handling of inquiries.
Prepares and distributes minutes of meeting through EHS Insight, maintains attendance record.
Updates safety statistics and sends out to various departments monthly.
Takes charge of compliance management, ensuring adherence to external program requirements and
implementing measures for regulatory compliance.
Demonstrates meticulous attention to detail and organizational skills in handling data, contributing to data
accuracy and precision.
Effectively manages multiple sensitive deadlines, prioritizing tasks to ensure timely completion without
compromising quality.
Provides support to the Quality and Safety Department, showcasing adaptability and contributing to
organizational success across diverse roles.
Responsible for all the document control / management activities of the entire company.
Custodian of company’s SharePoint Document Hub, including document transmission and approval
process.
Maintained an accurate document register and modification history for easy retrieval within the
SharePoint Document hub.
Focal point for administration of the company IMS and document control; including creation of new
files, updating and formatting documents, implementing changes to controlled documents after
approval, maintaining document register and document revision history.
Primary point of contact for all queries related to new and revised documents within the HSEQMS
coverage, including the overall management of Templates for all types of documents (Policy,
Procedure, Manual, Work Instruction, Risk Assessment & Forms).
Ensured regular review of documents in line with the requirements of ISO 9001, 14001, 45001 and API
Q2 standards. Liaised with appropriate document owners and ensured all IMS documents are always
within the review period.
Maintained secure record-keeping of corporate archives and achieves a 100% confidential
compliance rate for sensitive information.
Provided professional document control duties applying diversified knowledge and experience of
document control and filing practices to support HSEQMS and ongoing operational needs.
Developed and implemented processes related to document control and management.
Generated and prepared document control reports as required.
In-charge in maintaining an up-to-date External Document Register.
Assisted in the compilation of Health & Safety (HSE) performance reports, KPIs and statistics that
helped to improve safety records.
Participated in internal HSEQ audits and support in the administrative requirements of the Audit
process.
Supported in the preparation of Project Quality/HSE Plans and Management of Change.
Responsible in various clerical tasks - copying, scanning and emailing documents as necessary.
Provided full administrative support to the HSEQ Department, by undertaking general administration
duties as required.
Engineering Coordinator Role:
Responsible in the preparation, issuance and review of Engineering related documents received from offshore crew in various project sites such as job cards, inspection and service reports, actions requests, daily stock issue sheets, timesheets, weekly checklists etc.
Coordinated with the Works Engineer in planning for the monthly and annual maintenance of all assets/equipment across all project sites (e.g., scheduling of crew per site and ordering required materials for the equipment maintenance as per agreed job scope, timeline, and plan).
Created job cards within Microsoft Dynamics Navision for both planned and unplanned asset maintenance.
Reviewed all the received completed job cards from crew and ensured that all tasks are completed and materials used were listed with correct details on the quantity, description, serial numbers and part numbers.
Assessed received action requests from sites and action accordingly based on Works Engineer’s instructions.
Accountable in updating the progress notes in Navision for completed maintenance job cards and action requests for unplanned maintenance; maintained the job card tracker regularly and forwarded to Works Engineer for his review and close-out.
In charge of ordering materials for the planned/unplanned maintenance through Transfer Orders/Requisitions in Navision and followed up for their delivery and mobilization to sites.
Recorded the assets weekly hours reports from sites and updated the system accordingly.
Collated and reviewed weekly labor records taken from the timesheets of the crew and ensured
they were submitted in a timely manner to the Finance Department for payroll purposes.
Reviewed the weekly equipment checklists to identify if the all issues and problems highlighted were
captured through submitted action requests.
Prepared and updated Equipment Data Sheets and Asset Hose Registers.
Document Controller Role:
Archived Engineering related documents such as job cards, action requests, site weekly checklists, asset datasheets, hose registers, hose certificates, maintenance schedules, inspection and service reports and any other documents required within the department.
Maintained SharePoint asset folders and ensuring that all documents according to its types are being saved/uploaded in its correct location.
Identified missing documents in the asset folder and getting it uploaded as soon as possible.
Contributed to the migration of Engineering documents from old server location to each individual
asset folders structured in SharePoint.
In charge of creating, developing and revising Engineering documents such as work instructions and
procedures.
Studied the requirement for document revision, organized review sessions with the document
owners/content managers.
Followed up for approval and distribution of document revisions.
SECRETARY / DOCUMENT CONTROLLER - RIDGE LLC- ABU DHABI, UAE
In-charge of all the secretarial, administrative and document control duties in the company.
Acted as Executive Secretary to the CEO/Owner of the company (e.g., checking his mailbox,
booking tickets for personal and business travel purposes, organizing his schedules, meetings etc.)
Managed the company's general inbox, reaching a high response rate within 24 hours, handled
incoming phone calls, and forwarding inquiries to the appropriate personnel for further action.
Attended telephone calls and arranged internal and client meetings as required.
Drafted official company emails, letters and memos.
Prepared offers, quotations, agreements, business proposals, material / technical submittals for different projects.
Supported in the preparation of project documentations such as drawings, Work Inspection Report, Material Inspection Report and all other correspondences.
Coordinated with the Project Manager/Engineer on the progress of each project including preparation of handing-over reports.
Arranged work permits, government permits, and gate passes for our labor force as required by various projects.
Accountable in preparing weekly completion reports for ongoing projects and its submission to the main contractor/client.
Responsible for various client prequalification processes and preparation/submission of prequalification documents; Directed the company’s ADNOC prequalification, resulting in a 100% approval rate as a registered vendor of ADNOC.
Facilitated the ISO audits successfully, resulting in the renewal of firm certifications and addressing all audit issues within agreed timescales.
Raised PO for suppliers, followed up for pending orders and ensured that all orders will be delivered to the site on the expected delivery date.
Prepared delivery notes for materials, preparation of invoice, submission to client and following up for payments.
Assisted the HR/PRO in drafting memos, renewing health insurance for employees, booking tickets for employees going for annual leave, etc.
Managed reception, secretarial, document control, and numerous admin roles across the organization, providing smooth operations and cross-functional support.
Monitored the company's mailbox, obtaining a great response rate within 24 hours and guaranteeing quick email distribution to relevant departments.
Maintained the reception desk, greeted visitors, attended to inquiries through phone calls, and ensured callers’ satisfaction during the conversation.
Prepared sales quotations/proposals and submission to our clients (Oil & Gas Industries, ADNOC group of companies, other trading firms in the UAE & GCC countries; Proficiently navigated ADNOC's vendor site and tendering system, ensuring compliance with ADNOC rules and regulations.
Efficiently created and issued purchase orders to suppliers and decreased procurement costs. Expenditures were cut by properly managing inventory and office supplies.
Accurately documented client inquiries and increasing accessibility for future reference.
Submitted monthly reports for inquiry status and purchase orders updates.
Responsible for printing, scanning, copying and emailing all types of documents as required by the
company.
Scheduled team meetings and ensured complete attendance and high punctuality rates. Minutes
of meetings were taken and written down, aiding in the speedy decision-making process.
Assisted in the monitoring of leave requests, attendance records, health insurance, and visa applications for all the employees.
Part-time
Successfully worked as a back-office staff member managing critical administrative activities for notable customers such as IKEA Canada, Walmart, Loblaws, Accenture, Randstad, etc.
Responsible in entering data from client files to the company’s database for the process of criminal, educational and work history verification with a high accuracy rate, exceeding rigorous client requirements.
Adhered to confidentiality while handling client files, records and documents.
Fostering strong collaboration with well-known clients, ensuring their unique needs were satisfied.
Optimization of Order Management Procedures: Resulted to an increase in order accuracy and a reduction in processing time.
Streamlined Data Management: By using MS Office Application such as Excel, data organization was made more efficient and client data confidentiality was maintained.
With honor