محمد mohamed rafiq

document Controler في ETA

• الإمارات العربية المتحدة - دبي
• مارس 2004 إلى مارس 2010

D. From April ‘04 To Dec ‘07: Document Controller/ Administrative Assistant.
(ETA M&E Division- ETA Ascon Group of Companies, Dubai)

Project : Discovery Gardens (Value : 550Million)

Duties and Responsibilities:

 Preparing all communications, letters, memos, documents for delivery, routing, reach the addressee and are delivered on time.

 Ensure that all incoming documents are distributed and acted upon without any delay.

 Preparing attachments and Transmittals for the Method of statement, compliance statement, Load schedule and O&M Manual in the guidance of Engineers/ Managers.

 Organize, maintain and regularly update files and records of the department, including confidential files. Retrieve documents as required.

 Distributed and acted upon without any delay. Prepare Material and Drawing transmittal and sends out documents to the courier service.

 Sorts out phone inquiries, transmits messages to concerned parties. Send and receive fax messages. Ensure that messages are well received.

 Operating the petty Cash fund with correct accountability and proper distribution.

 Responsible for answering incoming calls from providers and caller while ensuring a high level of customer service.

 Receive and route documents, forms and papers.

 Assure document quality to include completeness, accuracy and compliance with established procedures and updates.

 Registering of internal and external documents.

 Maintain documents for transmittal process for project documents.

 Expedite and maintain acknowledgements to transmittals.

 Handled inventory status of the stocks

 Prepares Outdoor Function Gate Pass Arranging Vehicles, Man Power and Entertain Guest inquiries.

 Prepares reply to the letter in Guest Comments.

 Keeps informing the manager about the complaints by guest and its follow ups, so that corrective must be implemented.

 Maintains Store Stock Data.

 Prepares Day-to-Day receiving invoice report, report to Accounts Dept.

 Co-ordinate with the manager regarding stocks receivable items.

 Organize, maintain and regularly update files and records of the department, including confidential files. Retrieve documents as required

 Prepares monthly request for payments and ensure timely payment of company’s various administrative transactions with telecommunications providers, forwarders contractual labor service providers and the like.

 Conducts monthly office supplies inventory. Provide Controllers with its monthly inventory status. Prepares Purchase Requisition Form for office supplies.

 Encode / Update daily Raw Materials Issuance Report to ensure the updated inventory data. Conducts monthly, quarterly & annual inventory for direct and indirect manufacturing raw materials

 Prepare and submit Monthly, Quarterly, Annual Inventory Report and Stock Status Report. Provides feedback to management for any variances observed and reconcile

 Prepares Order Slip form for raw materials. Maintains sufficient stock thru the minimum inventory level

 Encode / Update all Incoming and Outgoing Delivery Receipts and Incoming and Outgoing Invoices

 Generate, review and analyze Monthly, Annual Disbursement Report and Purchase Report, Monthly Sales Invoices and provide the Weekly & Monthly Sales Summary Report to the Top Management