Document controller
EHAF Consulting
Total years of experience :14 years, 10 Months
• Maintain document processing and document retention systems of the project.
• Retain and be able to retrieve all correspondence, reports, drawings, sketches, instructions, and minutes of meetings, submittals, requests-for-information, payment requests, variations and all project documents.
• Ensure proper file codes are indicated on each document and that proper redundant or subject files are maintained.
• Ensure all sequential documents are accounted for and all original documents are retained.
• Ensure all files are correctly and completely accountable.
• Periodically audit all files for inclusions and missing documents.
• Coordinate all multiple-site correspondence.
• Facilitate timely provision of requested documentation.
•Handle All Accounting Records And The Preparation And Review Restrictions With Accountants And Team Work .
• Review Monthly Cash Vouchers, Journal Entries And Cashing Bonds
• Preparation Of Financial Reports For The Site.
• Review And Weekly Follow-Up To Special Accounts In Various Sector Departments .
• Develop Some Databases That Need Work.
• Compares and controls suppliers’ invoices and credit notes with all related documents (purchase order/request, delivery notes and “receiving” reports).
• Ensures that purchases are duly authorized and that all documents are signed in approval by the concerned officials.
• Ensures that the receiving procedures for suppliers are followed and invoices for services rendered are signed by the department head concerned and duly approved by management.
• Controls the arithmetical accuracy of all invoices received.
• Ensures the correct accounts allocation of different expenses are indicated on each invoice.
• Prepares and executes the posting to the accounts payable subsidiary ledger as required.
• Prepares the payment of supplier invoices according to credit terms and based on the statement submitted by the supplier and presents it to the Director of Finance for signature.
• Reconciles the statements from suppliers against invoices and solves any discrepancies by contacting the supplier and the concerned departments of the hotel.
• Files the paid invoices and other documents in an orderly manner in such a way that other supervisors can easily refer to the invoices in his absence.
• Files the invoices to be paid in order to facilitate the research of the documents.
• At month-end, verifies with the Cost Controller, that the total purchases of goods tallies with the invoice amounts entered and posted in subsidiary ledger. Any discrepancy should be resolved before closing the month.
• Controls, verifies and accounts for the general cashier’s petty cash re-imbursements, ensuring that all documents are properly filled in and approved.
• Performs price comparisons regularly and advises the supervisor of any discrepancies.
• Revises month-end trial balance of suppliers’ subsidiary ledger and make any necessary corrections and ensure that it balances with the general ledger.
• Reviews with cost controller & purchasing department all open purchase orders at month-end.
Preparing and checking, auditing and preparation of financial statements
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