Senior Document Controller / Commercial Assistant
Infraroad Trading & Contracting LLC
Total years of experience :19 years, 8 Months
❖ Tracks and distributes all suppliers and subcontractors received invoices for payment processing.
❖ Keep records and routes contracts and agreements related to the
Project.
❖ Maintains comprehensive payment log for all the invoices and payment certificates processed.
❖ Liaise with the Procurement Department on issues concerning to purchase order.
❖ Tracks status of purchase order through SAP software.
❖ Assists the department in certifying payments related to supply of
material and equipment to project in SAP system
❖ Provides and extracts data required by the Commercial Team for payment progress report on weekly basis.
❖ Prepares Weekly/Monthly Progress Report Presentation of the Project.
❖ Prepares letters/correspondence to subcontractors, consultant, and client.
❖ Assists with the day-to-day efficient operation of the Commercial
Team.
Monitors processing of work visa for selected candidates.
Process and tracks residency status of newly recruited employees.
Records arrival notice of laborers received from agency and inform the concerned prior to mobilization.
Sends notice of employment to project/site prior to deployment of staffs and laborers.
Applying health insurance for newly hired employees.
Receives and updates employee’s personal data in system - JD Edwards Enterprise One.
Maintains organize filing system of HR related/confidential documents.
Prepares employment contracts for attestation in Labor Department.
Process replacement for every lost Qatar ID/Health Card of employees
Sends communication to the bank for all bank card related issues encountered by the employees.
Receives and process requests of employees in amendment of their contracts due to change in salary, position, and leave days.
Monitors and updates approved employee change forms due to change in salary, position, and site.
Prepares transmittal for all documents to be sent to site/s in daily basis.
Identify requests received from site/project and forward it to concern individual for preparation.
Receives and monitors documents such as employment request, job offers, company letters, manpower agreement and demand letter for signature routing.
Prepares and routes Travel Requests and Per Diems of managers who went for business trip.
Keep records and tracks the validity period of all company licenses such as Computer Card, Commercial Registration, and Municipality & Trade License.
Assists resigned/terminated employees with their final clearance & gratuities.
Prepares petty cash of the HR department.
Prepares updates and distribute stated reports of all documents received.
Process and tracks through a computerized system all vendors documents.
Tracks and distributes all incoming drawings, specification and engineering documents.
Contact vendors and subcontractors by email, telephone or fax to establish and maintain vendor drawing and data submittal dates to coincide with the schedule.
Oversees the office’s site document control system.
Establish and maintain procedures, policies and automated systems
Receive, review and process document change control requests.
Review change in correspondences with accuracy and completeness
Screening calls for the Product Managers and Marketing Director.
Scheduling conferences or meetings of the Marketing Directors & Product Managers.
Provides assistance to the Marketing Directors & Product Managers regarding on-line transactions (ex: requesting samples & commercial stocks, purchasing of promo materials).
Making travel & accommodation arrangements for company directors & senior managers.
Responsible in allocation and deployment of all logistics to operations as directed by Product Managers for execution of their marketing programs.
Receive and distribute mails and correspondence.
Organizing data and gathering information for various reports.
Minute taking during alignment meetings of Product Managers.
Performs frequent check/inventory to ensure that supplies are in stock, and order supplies when necessary.
Filing, archiving, photocopying, scanning & faxing documents.
Receiving deliveries from suppliers, and facilitate on-line vendor payment requests.
Facilitate inter-departmental communication.
Setting up HR filing system and maintaining employee/personnel files
Compensation and benefits administration and recordkeeping
Assisting the HR Manager and Training Officer in recruitment and selection procedures.
Answering phone calls, dealing with inquiries and provide general information to job applicants regarding HR procedures
Assisting the Training Officer in administering test to trainees.
Assisting with the day-to-day efficient operation of the HR office
Industrial Psychology is concerned with efficient management of an industrial labor force and especially with problems encountered by workers in a mechanized environment.