Project Secretary / Document Controller
AECOM MIDDLE EAST
Total years of experience :4 years, 11 Months
- Takes day to day direction from the Program Director/Project Manager with technical direction from the Project Control Manager
- Oversees design and construction documentation files and document logs utilizing established internal systems and tools and existing software, such as ACONEX, PROLIANCE, e-PM and AECOM Data
Base system.
- Oversees central master file and field office files for all incoming and outgoing documents for the Program Construction Management and Design teams, Construction drawings, reproducible manufacturer drawings, specification and contract documents.
- Develops, Maintains and updates Document Control procedures and incorporates procedures into Project/Program.
- Updates the latest revision of drawings, Maintains Drawings Registers & provides control numbers.
- Oversees the processing of all incoming and outgoing correspondence, meeting minutes, reports, telephone conversation records and expedites replies to unanswered correspondence, invoices, submittals; Registering and scanning all other technical documentation.
Providing Administration Support
- Reporting directly to the Program and Project Directors.
- Drafts non-routine letters, memos, documents and various reports requiring comprehensive knowledge of policies and procedures
- Assist with the development of presentations by rearching topics and creating presentation materials and assist with special project as needed.
- Maintain a system and procedures for the baseline, revision and distribution of controlled documents
- Maintain a calendar for the project delivery team and assist in scheduling meetings, coordinating agendas and room preparation.
Project Management Support:
- Under supervision and instruction by the Project / Commercial Manager preparing Project Weekly Progress Percentage report for the Client.
- Coordinating with Discipline Leads and gathering necessary information and preparing important reports.
- Responsible for the site day to day activities.
- Sets up a computerized administrative data base and maintaining organized company personnel record and Documents files,
- Prepares Submittals for Materials and Drawings; Inspection Requests for Delivered and Installed Materials.
- Plans, supervises and records document flow to and from sub-contractors and various project offices. Issue and track location of all documents, drawings operation & maintenance manuals. Issue transmittal letters and receipts concerning the documents in circulation.
- Performs administrative functions, Assists the Project Directors and Engineers for the clerical works in the preparation of tender documents and other transactions involved in the projects such as Material Requisitions, Deliveries and Inventory Control and Meeting presentation materials.
- Handles all incoming and outgoing business communications/correspondence with the client, consultants, suppliers, contractors and sub-contractors.
- Generates electronic/hardcopy reports as needed by the management and staff.
- Prepares transmittals for construction and engineering documents and requisitions.
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Ticketing and Airline Administration, Front Office, Hotel Reservation and other office and administrative operations.