Site Document Controller/Secretary/HR & Admin Assist.
Hispano International Decor
Total years of experience :22 years, 10 Months
- Review completeness of documentation and prepares document transmittals for Shop Drawings, Material Submittals, Method Statement, MIR, RFIA, RFI, ITP, NCR, Site Observation Notice, HSE Documents, Sub Contractor Approval, Structural Calculations, Daily Report, Letters, etc. and upload it in ACONEX.
- 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 follows 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 updated document archives and ensure their safety and confidentiality.
- Facilitating and monitoring circulation of documents/correspondence for Project Manager and identified recipients.
- Preparing summary table for outstanding and replied documents for weekly progress meeting and daily basis.
- Preparing outstanding submittals for approval as per Consultant request.
- Responsible for receiving, registering and circulating all technical documents.
- Monitor and Coordinate with the concern person and help facilitate and expedite documents issuance.
- Responsible for controlling and issuing of incoming and outgoing documents such as Shop Drawing Submittals, Material Submittals, Method Statement, MIR, RFIA, RFI, ITP, NCR, Site Observation Notice, Sub Contractor Approval, Payment Applications, Structural Calculations, Letters and etc.
- Updating files daily and maintaining soft and hard copies of all documents.
- Responsible for electronic transmitting of documents via Aconex.
- Strictly implementing the logs and register for the borrowing and returning of files the soonest possible time.
- Responsible for receiving, recording and circulating incoming and outgoing faxes, emails, and hand deliveries.
- Maintaining the Logs and Registers and see to it that all documents was properly signed before issuing and file thereafter.
- Coordinate with the Project Manager, Contractors and sub-contractors document facilitation.
- Securing sequential numbering system each and every outgoing correspondence.
- Ensuring quality formats being used adequately for correspondences, submittals, transmittals to client, subcontractors and within divisions and departments.
- Ensuring all correspondences regarding contractual matters are forwarded to Senior Construction Manager.
- Ensuring all correspondences regarding financial matters are forwarded to the Project Manager.
- Sending quotes to prospective international and local suppliers and trying to secure the best price of materials without jeopardizing the quality.
- Source, select and negotiate for the best purchasing package in terms of quality, price, payment terms, and deliveries with suppliers.
- Responsible for the preparation and process of Purchase Orders and other documents in accordance with specifications, company policies and procedures.
- Responsible for confirming orders and their subsequent delivery.
- Monitor and coordinate materials production update from suppliers and give feedback to concern departments.
- Logged all PO into centralized Purchasing system for proper tracking and classification.
- Maintaining a large database of local and international suppliers and contacts.
- Coordinate with mills from US, Germany, UK, India, China, Spain, Japan and Ukraine to ensure on time delivery.
- Providing assistance and advice to all department managers regarding inventory purchases and purchase cycles.
- Act as liaison between procurement and all departments.
- Maintain complete updated purchasing records/data and pricing in the system, hard and soft copies.
- Updating Sales Orders and preparing Sales Invoices in the absence of other staff.
- Preparing LC (Letter of Credit) application and amending the existing one if necessary and send it to the bank for processing.
- Supervise the clearing of the import and export shipments from Sea port, Air port, Borders
- Arrange the logistics for all import and export shipments as per terms and condition of the sale and purchase orders.
- Communicate with Transport companies, shipping companies, Courier companies, for the best rates.
- Responsible for the implementation of the programs and services of the entire department.
- Interacts with clients to provide and process information in response to inquiries, concerns and requests about services.
- Develop and maintain document control processes for the efficient management and recording of clients documentations.
- Develop electronic filing and archive system for easy issuance, storage, retrieval and management of documents to internal and external Clients.
- Oversees clients’ documents that must be controlled and kept for audit/internal requirements.
- Maintain proper organization and storage of documents and information.
- Interview and assess the psychosocial functioning of clients and their families and intervene if necessary.
- Provides psychotherapy, supportive counselling, or grief counselling; or helping a patient and his/her family to expand and strengthen their network of social support.
- Prepares reports, presentations, memorandums, proposals and correspondence.
- Provide full admin support to the team.
- Prepares referral letters, Social Case Study Reports and other communication necessary for networking, linkages and coordination with community agencies for tapping resources.
- Evaluates staff performance and the efficiency of the services as a whole.
- Direct requests and unresolved issues to the designated resource.
- Assists in the preparation of department budgets and expenses.
- Strong ability in secretarial support to various events such as manages memorandum from dictation, verbal direction, transcribe, compose, type, edit, sending official correspondence and distribute agendas and minutes of meetings;
- Schedule and coordinate meetings, appointments, events and other similar activities for all common community;
- Arrange travel itinerary for the Department Head including ticket reservations, hotels bookings, meeting engagements and maintain schedule calendar;
- Ensure efficient and courteous answering of telephone calls/emails/faxes and provide necessary information and guidance or route them to appropriate channels for accurate information;
- Responsible for necessary documentation for efficient and orderly storage and retrieval of documents/information.
- Maintain and update all necessary records, files and database;
- Coordinate and disseminate company’s parcels on daily basis.
- Answer phones and transfer to the appropriate staff member.
- Greet public and clients and direct them to the correct staff member.
- Monitor incoming emails and reply or forward as required.