Project Secretary cum Document Controller
Jassim Qabazard Engineering Consultants
Total years of experience :21 years, 2 Months
Project: Supervision of works involved in the implementation of Kuwait Airspace System Plan (KASP) Project at Kuwait International Airport (KIA) in association with Stanley Consultants
Project Profile:
The KASP is a group of Projects initiated by Directorate General of Civil Aviation of the State of Kuwait to improve and upgrade the existing Air Traffic Control and Management system, related Communication system, Data Interchange Network and infrastructure at
Kuwait International Airport (KIA).
Secretary to the Team Leaders
• Assisting Team Leaders in official correspondence and memoranda.
• Scanning and Archiving documents.
• Keeping a log of incoming and outgoing correspondence.
• Maintaining a log of Transmittal's / Checklists / Shop Drawings etc.
• Preparing Monthly Reports / Minutes of Meetings.
• Distribution of incoming and outgoing correspondence to all related departments.
• Maintaining Files.
Project:- Construction, Completion & Maintenance for Renovation and Development of Ministries Complex Buildings - Mirqab, Kuwait
Project Value: 45 Million
• Preparing & maintaining outgoings & incoming logs of transmittal's (SD, OT, MD, SM, etc.), RFI, JSI, SVN, NCR, MDN and RFAS and keeping a track of the documents given to the concerned Engineers.
• Updating the transmittal's logs daily (data entry of the submittals showing the details when A/E signed and Client has received).
• Keeping record of overtime log and preparing the whole month overtime schedule to QS for the onward submission to the Client with payment.
• Preparing all kind of correspondences to the Client, the Contractor and the Head Office.
• Prepare payroll for all the site staffs.
• Preparation of Monthly reports, Weekly progress meeting reports, etc.
• Organize the filing system and maintaining up to date records.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Perform general office duties such as ordering supplies, maintaining records
• Management systems and performing basic book keeping work.
Prepare payroll for all the site staffs and labors.
Prepare Monthly Project Management report.
Managing and coordinating all the site activities.
Professionally and promptly handle day - day project administrative affairs.
Keep tracking of material & drawing approval schedules & material procurement schedule.
Preparation of labor histogram, site diary, variation log sheet, etc.
Handling site petty cash.
Prioritizing the work schedule in terms of its urgency / importance and other aspects.
Committed to DSI HSE requirements and all applicable legislation and contractual requirements affecting the HSE activities at project site and administrative offices.
Register the incoming and outgoing faxes and emails and distribute to the concerns.
Opening all new staff and labor files, correspondence files of the department making sure all documentation in files is updated as per DSI PJSC project submission format.
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic book keeping work.
Provide secretarial and reporting services to Admin. Manager.
Prepare correspondence, reports and documents.
Follow up on incoming and outgoing correspondence, filing and producing.
Bi-weekly reports on all pending matters.
Manage incoming and outgoing calls.
Arranging and managing the meetings & appointments of Admin. Manager.
Handling all kind of Admin. related forms.
Separating & filing of Admin. Documents.
Sending quotation as per the request.
Prepare correspondence, reports and documents.
Develop and maintain manual record keeping systems and computer archives to assigned functions.
Prepare payment internal & external.
Prepare invoice & clearance bill to specified customer.
Prepare purchase order & send clearance to clients.
Prepare monthly profit & loss sheet.
Receive and greet customers in person.
