Document Control Supervisor
Al Latifia Trading and Contracting Co
Total years of experience :17 years, 9 Months
As Document Control Supervisor, Executive Secretary/Coordinator
• Managing overall official correspondense & maintaining systematic documentation system for all documents submitted & retuned from client, consultant, sub-contractors and suppliers with a team of 5 members
• Submitting & receiving Letters, Change Orders, Cost Proposals, Invoices, Prequalification, Material, Drawings, Documents, Contractor's Queries, RFIs and other important documents to and from consultant, sub-contractors, suppliers and client
• Ensuring that documentation is written, edited, reviewed and approved in a timely manner to meet established deadlines; issuing document change requests and documentation status reports; filing technical reports and master SOPs & associated historical data and writing departmental SOPs
• Ensuring timely distribution of documents to all the concerned departments and external stakeholders
• Assigning & monitoring document numbers; performing technical editing and word processing on document changes; maintaining physical archive information locations through filing, scanning and documenting movement to and from archives; maintaining controlled access to archive storage
• Preparing queries & responses to notices, as-built documents, pre-qualification documents, bid documents, and so on and maintaining back-ups & logs
• Preparing & reviewing matrix frequently for documents distribution
• Coordinating staff and workers evaluation, with IT departments on alloting the access rights to each network user, and with head office procurement department on submissions.
• Independently handled almost one million documents for Hilton hotel Project and half million documents for Gosi Office Park project
As Executive Secretary - Tendering Department and Management
• Participated in the development, implementation, evaluation & modification of administrative policies & procedures to optimize resource & capacity utilization across various functions
• Administered entire regulatory, legal and secretarial functions including bidding documentations
• Actively involved in:
• Vendor selection & management including service / quality rating performance
• Saving of overall administrative expenses including rental saving for negotiations
• Maintenance of company buildings/properties
• Coordinated & supervised:
o Entire housekeeping needs for smooth operations; reviewed wages & perks and maintained records
o Communications / office equipment / stationary requirement & other required services to ensure the best deal & service providers are in place
• Undertook responsibilities including space planning & utilization, office equipment, furniture and service requirements
• Administered all aspects of mail services, and reception
• Managed day-to-day vendor’s performance, conducting rejection analysis & initiating corrective action at vendor’s end for meeting cost, delivery & quality norms; monitoring incoming products supplied by vendors & ensuring quality specifications
• Supervised techno-commercial functions including tendering/ bidding, sending out RFQs to vendors and finalising contracts; making payments to vendors, preparing purchase orders & ensuring that proper data is captured
• Shortlisted the candidates, initial selection and organised interview, negotiated with candidates and placement agences on packages and prepared offer letters
As Document Control Supervisor, Executive Secretary/Coordinator
• Managing overall official correspondense & maintaining systematic documentation system for all documents submitted & retuned from client, consultant, sub-contractors and suppliers with a team of 5 members
• Submitting & receiving Letters, Change Orders, Cost Proposals, Invoices, Prequalification, Material, Drawings, Documents, Contractor's Queries, RFIs and other important documents to and from consultant, sub-contractors, suppliers and client
• Ensuring that documentation is written, edited, reviewed and approved in a timely manner to meet established deadlines; issuing document change requests and documentation status reports; filing technical reports and master SOPs & associated historical data and writing departmental SOPs
• Ensuring timely distribution of documents to all the concerned departments and external stakeholders
• Assigning & monitoring document numbers; performing technical editing and word processing on document changes; maintaining physical archive information locations through filing, scanning and documenting movement to and from archives; maintaining controlled access to archive storage
• Preparing queries & responses to notices, as-built documents, pre-qualification documents, bid documents, and so on and maintaining back-ups & logs
• Preparing & reviewing matrix frequently for documents distribution
• Coordinating staff and workers evaluation, with IT departments on alloting the access rights to each network user, and with head office procurement department on submissions.
• Independently handled almost one million documents for Hilton hotel Project and half million documents for Gosi Office Park project
As Executive Secretary - Tendering Department and Management
• Participated in the development, implementation, evaluation & modification of administrative policies & procedures to optimize resource & capacity utilization across various functions
• Administered entire regulatory, legal and secretarial functions including bidding documentations
• Actively involved in:
• Vendor selection & management including service / quality rating performance
• Saving of overall administrative expenses including rental saving for negotiations
• Maintenance of company buildings/properties
• Coordinated & supervised:
o Entire housekeeping needs for smooth operations; reviewed wages & perks and maintained records
o Communications / office equipment / stationary requirement & other required services to ensure the best deal & service providers are in place
• Undertook responsibilities including space planning & utilization, office equipment, furniture and service requirements
• Administered all aspects of mail services, and reception
• Managed day-to-day vendor’s performance, conducting rejection analysis & initiating corrective action at vendor’s end for meeting cost, delivery & quality norms; monitoring incoming products supplied by vendors & ensuring quality specifications
• Supervised techno-commercial functions including tendering/ bidding, sending out RFQs to vendors and finalising contracts; making payments to vendors, preparing purchase orders & ensuring that proper data is captured
• Shortlisted the candidates, initial selection and organised interview, negotiated with candidates and placement agences on packages and prepared offer letters