Executive Secretary cum Document Controller (ISO 9001)
Trojan General Contracting LLC a Member of the Royal Group of Companies
Total years of experience :9 years, 9 Months
PROJECTS HELD:
1. Abu Dhabi Fund for Development
Project Worth US$ 315, 000, 000.00
Kabul, Islamic State of Afghanistan
2. Damac Project Akoya by the Bay
Palm Jumeirah, Motor City Dubai
United Arab Emirates
3. 42 Luxury Villas Reem Island
Reem Island, Abu Dhabi UAE
4. Research and Logistic Specialist
Grozny Hotel Project
Chechnya, Russian
EXECUTIVE SECRETARY ROLE:
• Compose and draft contractual letters / correspondences for the Sr. Project Manager with the strong command of the English language.
• Undertake any ad-hoc admin projects/duties as required (petty cash, utilities, cleaning services / facilities).
• In-charge of LPOs.
• Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents for the project team and department and implement document coding system to ensure quality filing.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Maintain daily diary and activities, scheduled meeting of the project, especially of the Sr. Project Manager
• Maintains and records emails of the Sr. Project Manager and reply if necessary.
• Coordinate with project suppliers and sub-contractors on behalf of Sr. Project Manager to discuss project demands and needs.
• Take minutes of meeting and maintain records for the operations and project team Develop and maintain document control processes for the efficient management.
• Enhance Claim and Variations drafted by the QS Department.
• Check, verify and rectify all reports from different departments prior to taking Sr. Project Manager’s approval, signature or comments, ensuring all details are accurate and reliable prior to submitting to consultant, or the operations department.
• Provide full secretarial and admin support to the project team and department to ensure the smooth running of the department operations.
• Maintains highly confidential project files through electronic software such as EDMS and Document Master.
• In-charge of administrative works, daily attendance monitoring, leave credit updates, preparing petty cash summary.
• Arrange flight schedules of all staff.
• Support the officers and project team in daily admin roles and assist to keep stock of stationary supplies for the department.
• Updating and keeping track of all material submittals, and their respective statuses.
• Perform data-entry, recording, printing and filing duties.
• Coordinate travel arrangements inclusive of air-ticket, hotel accommodation, visa arrangements, claims etc.
• Coordinate with HR department of the head office for employees’ leave applications (sick, emergency, and all other types of leaves).
DOCUMENT CONTROLLER ROLE:
• Manage the numbering / checking / validation / verification of all documentation, including correct numbering, revisions, status, format, title and legibility
• Establish and maintain the document management processes and associated systems on a project. Monitor performance, ensuring compliance with contract and corporate requirements
• Work with internal teams to develop efficient document management policies and processes
• Review all 3rd party developed documentation to ensure it meets internal business unit and company practices
• Working with the Information Management Lead, ensure accuracy on all production released documentation. Develop and maintain a system to ensure quality of released documents
• When document releases affect ERP, FTP site and other internal network directories.
• Oversees the day-to-day administrative and highly confidential activities of the Sr. Vice President for Marketing.
• Managing inventory of supplies, monitoring of stocks, sourcing for suppliers and submitting invoices.
• Uses ACONEX and other EDMS applications to file and update the filing system and
• Dealing with e-mails during associate's absence from the office and taking appropriate action, Comprehending, amending and formatting a high volume of documents, correspondence and e-mails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines.
• Preparing and editing correspondence, reports, and presentations.
• Ensure all documents such as shop drawings, RFIs, Material Submittals and all other documents are filed and updated accurately.
• Manages executive’s MS Outlook Calendar by planning and scheduling meetings, conferences, international travels and personal schedule.
• Assists the preparation of business presentations, reports and memo letters.
• Providing general administrative assistance - scanning, electronic filing, faxing, photocopying, filling in expense forms, etc.
• Responsible for client care and management, including recording and passing of accurate messages.
• Reliable monitoring of project site attendance, leaves, and cash advances by staffs and labors.
• In-charge for all labour camp concerns including facilities and maintenance of accommodations.
• Expert in booking international flights online (credit card payment and working on visa processing).
• Establish and maintain an effective filing, archiving and retrieving system for paper documents in accordance with the Company Quality Assurance procedures.
• Create and maintain a compatible system for effectively filing, archiving and retrieving electronic documents.
• Establish and maintain a tracking facility to enable documents to be updated and retrieved easily.
• Establish and maintain drawing register for all received Construction issue drawings developed from Tender issue.
• Establish and maintain drawing register for all mechanical, plumbing, fire fighting, electrical, coordination and associated builder work shop drawings.
• Establish and maintain Material procurement register for mechanical, plumbing, fire fighting, electrical materials and equipment.
• Establish and maintain RFI schedule.
• Establish and maintain technical submittal register for mechanical materials and equipment.
• Control the issue and return of any construction document to project staff.
• Run and oversee daily office activities such as company to client correspondences and vice-versa, meetings, and progress reports of actual recruited manpower versus the planned.
• Periodic travel to Qatar and Hong Kong and UAE to seek for new businesses or clients.
• Meet prospected clients or employers, discuss recruitment procedure along with the terms and conditions.
• Represent the firm for recruitment exhibitions and conferences but not limited to Embassies and Foreign Ministries.
• Sends marketing literatures through e-mail to companies such as construction companies, hotels, restaurants, hospitals and other industries such as banks, offices for manpower requirements.
• Weekly progress meetings with clients from Qatar, Bahrain, Hong Kong and USA.
• Initiates calls to companies where marketing e-mails were sent and sets appointment with the company General Manager.
• Conducts marketing presentation with company HR Managers or General Managers regarding company profile and manpower requirements.
• Data processing such as: Internet research, fielding telephone calls, word processing, filing, and faxing.
• Support trade shows and event planning, tracking budgets and expenses, and communicating with external creative service providers.
• Reports directly to company President for weekly and monthly deployment reports including summary of operation expenses.
• Take initiative in company President’s absence, maintain procedures manual to ensure consistent performance of routines.
• Keep projects on schedule coordinate workflow.
• Reports directly to Shift Manager or Operations Manager.
• Drive quality on calls.
• Motivate staff to meet or exceed productivity target without affecting the high quality of delivery.
• Reinforce program’s expectations.
• Manage performance of all staff through weekly coaching and monthly performance review.
• Provide constructive feedback to all staff regarding their performance; acknowledges strengths and identify areas of opportunities.
• Ensure involvement of the staff in analysis of their respective performance.
• Manage attrition by ensuring proper and constant guidance and development of every staff in the team.
• Maintain team’s growth and progress by consistently monitoring performance, reinforcing quality, acknowledging strengths and addressing areas of opportunities.
• Create initiative for the team to drive better performance.
• Ensure individual and team’s adherence to the policies and procedures of the program and of the company; sanctions are applied for non-adherence.
* Year 2000 College-Wide Champion on Extemporaneous Speaking Contest * Year 2000 University-Wide 1st Runner up on Extemporaneous Speaking Contest * Year 2000 President Debating Team * Year 2001 Student of the Year Awardee for year 2000 Achievements * Year 2003 Student of the Year Awardee for Complete Classroom Attendance
