Document Controller
ASTAD Project Management
Total years of experience :24 years, 6 Months
• Uploading, downloading and electronic distribution of all submittals and correspondence via EIMS and Primavera.
• Controlling and handling of incoming and outgoing submittals in both soft and hard copies, received, register and copy them as necessary and forward to the concerned personnel for necessary action.
• Establish and maintain a centre to control documents by making it available to Discipline Engineers and Focal point.
• Establish and update the register, maintain and distribute all submittals received from consultant.
• Check the Workflow’s uploaded by the Contractor and distribute according to the distribution Matrix.
• Identify gaps between the systems and develop appropriate manual and electronic procedures.
• Produces reports on status of project documents.
• Collates documents and classification for claims administrations and analysis.
• Ensure that an adequate, safe and secure filing and archiving system is established and maintained, for the efficient retrieval of documentation and data throughout the life of the project.
ASSIGNED PROJECTS:
Client: Hamad Medical Corporation - PMO
Project: Project Management
Client: Qatar Olympic Committee
Project: QOCD01 - New Khalifa Tennis Stadium - Design
Client: Qatar Foundation
Project: South East Car Park Project - Construction & Engineering
Client: Qatar Museums Authority (QMA)
Project: Main Construction, MEP Fit-out and Finishes of National Museum of Qatar
Also assigned as Document Controller / Admin. under Shared Services Dept. (HR & Finance) of ASTAD. My duties includes the following:
• Ensure an accurate, confidential and effective service by maintaining up-to-date filing systems (paper and electronic), and security of information in accordance with relevant procedures.
• Deliver an efficient and customer service, by processing and responding to incoming communication by email, taking messages, copying and distributing information as necessary.
• Carries out a variety of clerical duties - typing of correspondence, reports, notes, statements, proof reading of completed typing work, retrieving and photocopying, receiving registering and distributing of documents.
• Monitor and update any change and modification of all document through Electronic data base
• Ensure that advanced, diversified, and confidential administrative duties related to Finance office are performed in a professional and timely manner.
• Maintaining a hard copy reference library of all documentation which ensures quick and easy retrieval of information.
• Recording and transmitting all incoming and outgoing correspondence, reports, minutes of meetings, transmittals related to Admin, HR and Finance.
• Manages the tracking and monitoring of documents through the use of standard document management programs to register documents, maintain databases, produces logs, Transmittals, and other reports as required.
• Monitor and update any change and modification of all documents through system.
• Submit all documents for signature and approval from Finance Manager.
• Responsible for the preparation and processing of Purchase Orders.
• Coordinates Travel & Hotel booking arrangement approval for Leave and Training of all department heads and staff members.
• Screen telephone calls, inquiries and requests, and handle them appropriately.
• Keeping and updating administrative and recruitment records in ERP.
• Manage electronic calendar and make appointments.
• Follow up HR documents from CEO office and log.
• Supporting Human Resources and Finance in variety of activities.
• Perform miscellaneous job-related duties as assigned.
• Focal point for HR, Admin & Finance Department.
• Keeping information confidential as always.
• Uploading of Technical reports and drawings in SharePoint
• Drafting and typing correspondence
• Recording and transmitting all incoming and outgoing correspondence, drawings, specifications, receipt of documents, minutes of meetings and other project documentation and file accordingly.
• Monitor and update any change and modification to the technical documents
• Maintaining a hard copy reference library of all documentation which ensures quick and easy retrieval of information
• Filing and archiving
• Public Request and Complaints Preparation
• Property Inspection Request Report
• Tender Submission
• Detailed Design Report, Design Concept Report and Project Implementation Report
• Design Review/Comment Sheet for Amendments of Reports.
• Manages the tracking and monitoring of documents through the use of standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required.
• Performs other responsibilities associated with this position as may be appropriate.
• Certified Primavera Contracts Management (PCM) user
• Set-up and manage document numbering system for Correspondence, Submittal, Inspection request, Daily Reports, AOP and TMP, etc.
• Responsible for the establishment of Document Control Procedure.
Including drawing schedule control procedure, document submittal and receipt procedure, document status indication procedure, etc.
• Keep track of all documents correspondences and transaction.
Maintain and update all document registers.
• Provide project support to project team. Ensure all submissions are submitted in timely manner, appropriate approval/rejection are obtained and formally recorded and that changes and revisions are man-aged as part of document control process.
• Monitor and update any change and modification to the technical documents.
• Responsible for the finalization of Inspection Request, Material and Design Submittals, Area Opening and Traffic Management Permits documentation in the PCM.
• Ensuring all superseded drawings are removed from register and archived and replaced with updated version.
• Drafting and typing correspondence, e-mails, Minutes of Meeting.
• Answer and screen phone calls
• Manage electronic calendar and make appointments
• Provide personal administrative support to the Manager
• Prepares business correspondence, e-mails and reports.
• Maintains confidential administrative and secretarial duties.
• Screen telephone calls, inquiries and requests, and handle them appropriately
• Deals with incoming email, faxes and post
• Develop and maintain accurate filing systems both in paper and electronic forms
• Receives and follow-up Real Estate documents.
• Keep records of appointments and make travel arrangements (i.e. airline bookings and hotel reservations) and coordinates with the concerned parties.
• Responsible for all Managers’ file, i.e. identification, indexing, storage and disposal.
• Schedule meetings, coordinate group meetings and conferences
• Record / take minutes of the meetings
• Check and approved purchased request material.
• Manage inventory for all the compounds.
• Checked and approved Material delivery sheet, Dispatch form and Equipment Form.
• Assist in some accounting activities.
• Screen telephone calls, inquiries and requests, and handle them appropriately
• Typing correspondence (internal memos, business letter, etc.)
• Develop and maintain accurate filing systems both in paper and electronic forms
• Deals with correspondence and write letters, take dictation and minutes of meeting
• Deals with incoming email, faxes and post
• Maintains records of personnel working under QLDC.
• Make sure all logistics required for meeting are available and work properly
• Responsible for organizing appointments and meetings for the Manager.
• Maintains the Manager’s daily agenda/calendar.
• Producing documents, briefing papers, reports and presentations
• Assist the Manager in Administrative routines i.e Office management, Government reports, Tenders, Logistics & Warehousing.
• Deals with the suppliers concerning orders for all department needs.
• Prepares and follow-up purchase request, prepares quotation and Invoicing.
• Make Travel arrangement and Hotel reservation for the Manager’s business travel.
• Handles office supplies purchase and monitor inventory.
• Attend to such other duties as may be assigned by the Manager from time to time.
• Handles recruitment for local and foreign candidates.
• Carry out company policies and procedures efficiency.
• Prepares decision sheet for newly employed staff.
• In charge for Ticket Reservations such as PTA bookings for foreign recruits, Leave, Business travels, Termination/Resignation.
• Prepares Service (Employment) Contract - English Side.
• Prepares Personnel Action Form such as Engagement, Resumption of duty, Transfer, Increments, etc.
• Sorting employee’s personal data and put in the Data system such as employee status - grade, salary, ID & Other benefit transactions.
• Maintaining an efficient filing system of confidential files.
• In charge for the payroll of temporary employees’ salary.
• Process Final Settlements (i.e. Leave, Termination and Resignation).
• Prepares introduction letter for Visa applications (i.e. training, seminars, business and personal use).
• Prepare Bank Letters Applications (Loans, Visa Card & opening Bank Accounts- Savings/Currrent).
• Prepares L.P.O. for all Department Procurement.
• Handles Q-Tel applications for Mobile, Telephone, Internet, Bleep and Cable.
• Prepares Q-tel telegrams to be sent to employees whose leave expires.
• In charge of Q.I.C. Medical claims, and Inclusion/Exclusion of employees in Medical Insurance Policy.
• Prepares weekly Department Overtime Report.
• Drafting and typing of correspondence / internal memos and certificates.
• Attending telephone calls and receives/dispatch in & out mails.
• Performs other duties related to department needs.
• Payroll
• Data Encoding/entry
• In charge of Petty cash liquidation/reimbursement.
• In charge of Bank Deposits and withdrawals upon payroll period.
• Preparation of accounts receivables and accounts payables.
• Prepares, receive and dispatch Invoices.
• Preparation of SSS Notification and Reimbursement.
• Preparation of B.I.R., PAG-IBIG and HMDF Remittances.
• Prepares all account vouchers, i.e., journal, payment, purchase, receipt, cheque and petty cash vouchers.