Document Controller/Secretary
Shaker Consultancy Group
مجموع سنوات الخبرة :8 years, 1 أشهر
As Document Controller
1. Check all incoming documents before receiving it, update it in database and forward to Country or Regional Manager for their review & instruction.
2. Make sure that all incoming documents are distributed on time and updated/register in the document tracking logs (for easy tracking of document history).
3. Monitor and follow up the status of distributed documents specially those concerns urgent matter.
4. Preparing transmittal for MEP Design drawing, coordinating with the Design Team about missing drawings as well as assisting them of gathering all of the required architectural/civil drawings, specifications needed by the team to proceed with the MEP Design Drawings.
5. Making sure that all documents are accurately filed.
6. Handle document modification and verify it with the concern staff before updating the superseded documents.
7.Ensuring that reports regarding the status of reviewed documents such as, design drawings, Request for Information, and material submittall is updated.
As a secretary
1. Answer and screen all incoming calls.
2. Assist tendering department in the preparation of proposal and pre-qualification documents.
3. Prepare and draft correspondences and make sure that all attachment is completed before sending it.
4. Assisting Technical Managers in preparing and reformatting reports needed by the clients.
Project : Medina Centrale at The Pearl Qatar
As a Head of Document controller
Main Responsibility: Monitor/supervise & ensures that company's documentation procedure is being followed.
• Check all incoming documents before receiving it, update it in database and forward to project manager with transmittal (so called action list page & distribution in where each documents given a controlled number for easy tracking) for his review & instruction.
• Make sure that all incoming documents are distributed on time and updated/register in the document tracking logs (for easy tracking of document history).
• Monitor and follow up the status of distributed documents specially those concerns urgent matter.
• Check and review all outgoing documents (submissions, letters, memos, etc.) before dispatching, ensuring all are complete with required details, copies & attachment. In charge of emailing all letters as well as receiving and replying emails for the company
• Making sure that all documents are accurately filed
• Handle document modification and verify it with the concern staff/department before updating the superseded documents.
• Ensuring that reports regarding the status of documents such as progress bills, shop drawings, site clarification request, and material submittal is updated.
As a secretary
• Answer and screen all incoming calls for the project director.
• Prepare daily itinerary of project director such as setting schedule and coordinating meetings, appointments.
• Prepare and draft correspondences and make sure that all attachment are completed before sending it.
• In charge of liaise with project director’s guest.
• Coordinate with HR department in travel arrangement for business trip of director.
Project: Viva Bahriya Tower 20 and 21
Document Controller ( reliever for 2 months) January - February 2013
Job Descriptions:
•Upload, register and update documents on Aconex system, transmit RFIs, drawings, method statement, submittals to client and consultant.
•Respond to internal and external drawing and document requests.
•Check and Review all outgoing documents such as correspondence, submittals, transmittals, etc..
•Prepare and draft correspondence and memo.
Administration Asst. cum HR
Job Descriptions:
Workers (Direct Labor) Related
• Compute & prepare monthly payroll of workers. This includes computation of overtime pay for workers & deducting monthly levy, cash advances & absences.
• Prepare workers pay slips and monthly time cards.
• Monitor the status of workers passport and including the status of their work visa and coordinate with the main contractor HR Dept. if there is a need to renew these documents.
• Coordinate with the main contractor HR department when there are newly hired workers follow up schedule of their medical examinations & finger scan for work visa application.
• Record & monitor the medical leave of the workers.
• Check and verify with the engineers /site supervisor the stated working and overtime in the time cards of the workers before encode it in the payroll report.
• Prepare any worker related reports that the management may need for internal control purposes.
Documentation. Filling and Admin-Related Job
• Maintain proper recording, filing, safekeeping of all confidential documents & correspondence for the management including construction related documents for the project.
• Answer & screen all incoming calls for the director & project manager. This includes updating of contact numbers and addresses of staff, suppliers and other important personnel associated with the company.
• Monitor & record all incoming and outgoing letters & at the same time in-charge of circulating these letters to persons concern.
• Prepare and draft correspondence for the company which is forwarded to the main contractor.
• Care for the day to day appearance of office, reception, conference areas maintained continuously.
Utilities & Stationeries
• Control & monitor stationeries. Order from supplier when out of stock or purchase outright when necessary.
• Prepare monthly usage report for the management for internal control purposes.
Communication Cost
• Monitor and update company phone usage for staff & prepares report for the management for internal control purposes.
Purchasing Assistant
Job Descriptions:
• Research and evaluate suppliers based on price, quality, selection, service, support, availability, reliability, production and distribution capabilities and supplier’s reputation and history.
• Analyze price proposal, financial reports and other data and information to determine reasonable prices.
• Meet and visit supplier’s store and distribution centers to examine and learn about products, services and price.
• Prepare the purchase order.
• Ensure that all supplies are arrange and in order.
• Check all items, sees to it all supplies are adequate as well as if there’s a need for repeat order.
• Encoding of supplies issued to every department.
• Prepare documents for payments, forward to accounting section (Delivery Notes, Quotation, P.O.).
Accounts Assistant
Job Descriptions:
• Collect credit invoices from suppliers.
• Check delivery notes if all materials listed in the invoices were delivered or collected.
• Verify the cost listed in the invoices by comparing with the purchase orders. Check the computation of the invoices, if correct, forwards to the accounts department for preparation of payments.
• Prepare “payment on behalf letters” to be submitted to the main contractor Accounts department.
• Issue & prepare payment vouchers & gives to the director for approval & pay cheques to suppliers.
• Collect & file all receipts attached to payment voucher & prepare reports for the management for internal control purposes.
• Handling and disbursing of office petty cash and subsequently submitting reports to finance department.