Document Controller / Procurement Assistant
INFRAROAD TRADING & CONTRACTING LLC
Total years of experience :12 years, 8 Months
Duties and Responsibilities:
Implement and maintain document control processes and procedures.
Develop and maintain the Document Management System.
Manage all flows of documents either in electronic form or on paper support.
Ensure Document Management accordingly to established procedures or standards
(documents numbering, formats, issuance, review, dispatch, recording and archiving)
Adjusting document number formats as per client’s documentation standards.
Basic quality checks (Ensuring proper revision history including revision notification in drawings/documents,
spelling & grammatical checks).
Proper formatting/adjusting of all documents as per client’s standards.
Process incoming documentation (registration in the DMS, internal distribution, archiving).
Process outgoing documentation (transmit to Client and Suppliers/3rd parties).
Makes sure that controlled copies of latest approved documents and drawings are distributed internally and
externally (Clients and Suppliers).
Ensure control and coordination of projects documentation and data.
Ensure all drawings/documentation are correctly identified, distributed and filed/stored.
General document control activities such as photocopying, scanning, analysis of supplier’s documents
compliance with Project standards regarding numbering and all others aspect related to document quality.
Assistance in the preparation collation and issue of reports and registers as may be required.
Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of
documentation, handover and close‐out of Project activity to ensure consistency in document control as
required.
Ensuring the use of standardized forms and templates.
Establish and maintain the Master Document Register in cooperation with the Project Manager or Lead as it is
confidential.
In all the above document related responsibilities have to follow clients standards.
Preparing Outgoing Letters/Transmittal going to Client, Consultant, and Contractors.
Procurement Officer
Assist in the selection of appropriate suppliers, to promote good procurement practice with due regard to
sustainability, ethical purchasing standards and costing.
Draft an appropriate service level agreement to properly evaluate the performance of suppliers, and report on
this on a regular basis.
Work with internal operations staff to determine procurement needs, quality and delivery requirements.
Responsible for order placement timing, supply/demand alignment, material replenishment and supplier
performance.
Review inventory and update as required and receive orders from various departments.
Initiate and keep track of orders, receive, inspect and distribute orders and reconcile or resolve order
discrepancies with supplies.
Monitor delivery times to ensure they are on time and maintain good relationships with suppliers and
renegotiate prices on a regular.
Administration and reporting as necessary, make or purchase policy analysis and recommendations and Lease
or purchase policy evaluation and recommendation.
Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting
documentation is attached.
Oversee schedules for all executive and manage booking for conference room and group workspaces.
* Work with HR department to facilitate recruitment drives, including setting up and running a booth at local career
fairs.
* Created a new system for following up with potential clients in an efficient and effective manner.
* Creating bill of materials in SAP system before the delivery and invoicing.
* Politely assisted customers via telephone.
* Handled daily heavy flow of paperwork and cooperated with the accounting departments on invoicing.
* Planned drivers’ itinerary to ensure timely pick-up and delivery of loads, while following safety and governments
regulation.
* Provided continuous monitoring of drivers hat in the event of logistic problems to ensure a mutually satisfactory
resolution.
* Greeting and welcoming guest and providing them with positive first impression of the organization.
* Directing guest and answering their questions.
* Keeping office secure by following procedures, monitoring logbooks.
* Contributing to the team by accomplishing task as needed.
* Answering the telephone; taking and relaying message; providing information to caller.
* Providing administrative and clerical support.
* Ordering office supplies.
* Managing digital and hard-copy filling system
Receives and registers provided document for detail engineering or construction engineering project.
* Controls issuance of document numbers, including maintenance of proper document registers.
* Ensures proper document classification, sorting, filing and proper archiving.
* Reviews completeness of documentation and prepares document transmittals.
* Performs document quality check in accordance to Company engineering document control procedures.
* Performs file backup to ensure proper storage and archiving of electronic registers.
* Prepares engineering project reports, as may be required.
* Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff,
subcontractors and suppliers as applicable
* Maintain updated records of all approved documents and drawings and their distribution clearly
* Maintain the documents and drawings in the Document Control office under safe custody without any damage or
deterioration with easy traceability.
* Maintain the files and control logs as required by the project.
* Performing edits on documents before submitting them for approval in order to prevent specific forms of company
documentation from being disqualified.
* To ensure that all documents are submitted to their predestinated departments before the required submission
date expires.
*
Manage and track company documents doing scan, image, organize and maintain documents, adhering to the
company's document lifecycle procedures, and they archive inactive records in accordance with the records
retention schedule.
* Receive and process Requests for Information, or RFIs, from employees or clients and maintain the requests via
tracking logs. As RFI procedures are updated.
Duties and Responsibilities:
* Responsible to receive the in- coming and prepare the out-going important documents.
* Encode some information from documents to the computer for research purposes.
* Responsible for storing and maintaining records of works and complete documents.
* Separate information into different sections and maintain all record properly, also enter data onto disks.
AVON Cosmetics
Tanauan, Batangas Branch
Duties and Responsibilities:
* To provide them with information to address inquiries regarding products and services. In addition, deal with
and help resolve any customer complaints.
* Provide product or service information to assist customers in making a decision about a product to buy.
* Must have completely knowledgeable in the department/product/service for which they are responsible.