Document Controller
Al Kindi Trading Est.
Total years of experience :18 years, 8 Months
• Kept documents moving in proper flow by applying strong organizational, planning, and multitasking abilities.
• Managed document processes through scanning, filing, and transmitting while following all standard procedures.
• Forwarding all documents to the concerned departments based on specifications.
• Organized technical documents, digital records and business correspondence for the project and sales department.
• Proper monitoring of all files incoming and outgoing.
• Providing accounting and administrative support to Accounts and Finance staff to ensure customer and supplier accounts are accurate.
• Inputting information into a computer-based accounts system.
• Monitoring and updating Invoice Registers/logs.
• Sending, receiving, processing, and filling invoices.
• Chasing or following up late payments.
• Sending Order Acknowledgement, once confirmed LPO received and Proforma Invoice if needed.
• Applying Driver’s gate pass for delivery purposes.
• Provides clerical support to the HR Department.
• Preparing staff daily attendance sheet.
• Work as a project Document Controller.
• Managed document processes through scanning, filing and transmitting while following all standard procedures.
• Complying with the Client's Requirements concerning Document Management.
• Organized technical documents, digital records and business correspondence for the project, program or department.
• Proper monitoring of all files incoming and outgoing managed by Aconex.
• Kept documents moving in proper flow by applying strong organizational, planning and multitasking abilities.
• Forwarding all documents to the concerned departments based on specifications.
• Uploading documents to Aconex, tracked transmittal and coordinated revisions.
• Filled out and stored transmittal and correspondence logs for permanent records.
• Monitoring and updating document project registers.
• Ensure that all controlled Quality documents related to the Project are maintained to the latest issue, and that these documents are made available at all locations where operations essential to the effective functioning of the Quality Management System are performed.
• Ensure that the latest revision of submittals etc. are distributed to all locations and involved parties concerned including sub-contractors.
• Control & maintain the system for issuance recording / filing, tracking, Retrieval of documents like Procedures, Plans, QA/QC records, Method Statement, Material Submittals, Prequalification, ITP, IR and other related documents.
• Prepare all documents based on the quality procedures for internal and external audit.
• Worked as project secretary directly reporting to the Project Manager and perform secretarial work and provide day-to-day administrative support.
• Assisting the project HR Manager, responsible for flight bookings for all staffs and laborers.
• Maintains the employee’s files and records (Master List), checking the Employee’s RP, passport and medical insurance up to date and processing the employee’s request pertaining to HR works (Employment Certificate, Embassy Letter, NOC, Leave applications and etc.)
• Coordinated with the Mandoob (PRO) for the renewal of the Employee’s QID, transfer of sponsorship and other HR related work.
• Collecting and checking the staffs and workers monthly attendance sheet.
• Organize, maintain and record the Oracle JD Edwards Enterprise software (applications and tools for finance and human resource) for Accounts and HR reference for financial settlement of each employee.
• Work as project Document Controller, controlling project documentation following the document control procedures ensuring all documentation meets formal requirements and required standards using document management software.
• Sorting, storing and retrieving electronic and hard copy documents.
• Uploading, downloading and scanning paper documents and ensuring proper flow of document and secure storage or filing of all documents.
• Using Aconex to transmit and distribute documents within the project and company.
• Ensure documents are shared at key times to facilitate timely project completion
• Maintaining all document logs and registers.
• Organizing and maintaining files and records.
• To lighten the workload of the Engineering Manager by assisting him on his time and daily management, daily correspondences, answering phone calls, managing diaries and organizing meetings and appointments, flight bookings and arranging business travel transportation and hotel reservations.
• Coordinating with the Technical Director, System Assurance Manager and Requirements Manager by populating requirements and evidence to the Employer’s Requirements via Comply Pro software (DOORS Requirements Management tool).
• Preparing reports and safety notices.
• Updating the Master Document Index (MDI) weekly deliverables report.
• Typing, printing, compiling and sending the tender documents (BOQ) and making it sure to submit on or before the deadline.
• Maintain all hard copy and digital records for ongoing executive projects.
• Updating tender project inquiry log and status.
• Managing databases, filing system, uploading & downloading and sending documents via Aconex.
Provide full secretarial support to the Managing Director, HR & Admin Manager.
• To handle the Manager’s confidential and important document.
• Answering incoming calls in a timely and polite manner and disseminate information or transfer
calls to the concern individuals or department.
• Managed and organized Managers’ appointments/meetings and booking flight and hotel
reservations.
• Organized incoming and outgoing documents by hand, fax and thru e-mails for Manager’s
signature and authentication; maintained proper filling (hard and soft copies).
• Typed reports, memos, quotations, enquiries, submittals, contracts, price comparison lists;
assist to prepare the Material Requisitions, Memos, Enquiries, Purchase Orders and other
correspondences.
• Follow up Delivery Notes from the projects sites and receiving Invoices.
• Monitor, manage ordering office supplies and maintain office equipment and report any
malfunctions.
• Updating the Staffs Daily Attendance.
Checked and verify the documents before encoding.
- Encoding important data as per clients instructions or request.
- Saving data to the computer system to help our clients minimized their time for searching the
files.
- Organizing and storing paperwork, documents and computer-based information;
Selling the products and act as Promodizer, promoting new products outside the market.
- Training and supervising junior staff and delegating work as required.
- Arranging both in-house and external events.
- Responsible to checked and maintained nice, clean and proper display of products.
- Collecting data / reports from the Merchandisers.
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NannetteN.Cardel
- Organizing and storing paperwork, documents and computer-based information;
- Maintained computerized inventory of all supplies and products.
- Helped plan and organize company functions.