Secretar cum Document Controller
SF Marina UAE (Pax-Kent)
مجموع سنوات الخبرة :24 years, 1 أشهر
Provide secretarial, administrative and clerical support to all the staff Provide comprehensive and reliable document control on all the projects Devise procedures & forms for easy retrieval of documents and smooth functioning of Document Control Receive incoming & outgoing documents, record them in excel register and distribute as necessary All invoices received in hard copies or via email are endorsed with an incoming stamp and recorded in the register. Invoices are checked against the Purchase Order and if any discrepancy found informed to the supplier or otherwise forwarded to the concerned personnel for signature and after approval of the Managing Director forwarded to Accounts Department for booking Scan all documents received in hard copies and store them on the server for easy access to all Prepare submittals like Prequalification Documents, Design Calculations, Shop Drawings, Material Submittals, Method Statements, etc. to be submitted to the Client for approval Record all project drawings in excel register and send updated list to all concerned regularly Upload documents/drawings on Aconex as per project requirements and transmit to the concerned. Type letters, Confidentiality Agreement and other official correspondences Prepare Minutes of Meeting and distribute to the concerned Assist the Managing Director to arrange business / visit / tourist visa to other countries Book business flights for the Managing Director and Projects Manager in absence of the Receptionist Handle procurement of building materials for various projects - find suppliers from www.google.com and send out enquiries, negotiate for the best prices, prepare comparision table of the quotations received and forward to the concerned people - saved more than AED 500, 000/- in 1.5 years. Arrange meetings with the Supplier representatives to discuss the rates, payment terms, etc. Prepare Purchase Orders and follow-up for the delivery Receive/collect materials from the Suppliers whenever required Prepare completion certificate to be issued to the Client for approval Prepare payment certificate under the guidance of the Managing Director/Projects Manager Advise Accounts Department to prepare Invoice to Client as per Contract requirements as instructed by the Projects Manager/Managing Director. Prepare Client Payment Summary and follow-up with Clients for outstanding payment Prepare Supplier Payment Summary and advise Accounts Department for payments to be made Update the contact details of all supplier and client representatives in the contact register Fill out Credit Application Form for various new suppliers Handle Petty Cash for an amount up to AED 10, 000/-. Prepare Petty Cash Statements for the Managing Director, Project Manager, MEP Manager and self. Ensure that stationery & pantry items are available in stock Obtain permission from Al Jadaf security for Crane/Trailer entry Prepare gatepass for materials going out from Al Jadaf office Prepare Delivery Note for the materials delivered to the Client by our representatives To collect tender documents from the Clients for potential projects and complete them as instructed Download tender documents received via email on the server for easy access to the MD/Project Manager Issue contracts to Sub-contractors once finalized through courier/hand delivery. Communicate with Sub-contractor/Consultant from time to time as and when required. Arrange delivery of cheques to suppliers, collection of posts, petty cash cheque encashment with the help of company drivers. Filing of incoming and outgoing correspondences according to the Project Filing System Ensuring that all documents (reviewed tender documents, correspondences and construction documents, etc.) for the projects are filed/stored/archived appropriately.
· Provide comprehensive and reliable document control services to the organization staff on various projects through renowned electronic database management system called ACONEX as Document Controller and Aconex Organization/Project Administrator. · Create projects on aconex and invite the project participants as per request received from the Project Owner/Development Manager. · To provide basic aconex training to new users · Receive incoming & outgoing documents, register them and transmit through ACONEX · Issue package/tender numbers on request to Commercial Managers for various tenders · Issue outgoing letter references to all departmental staff thereby controlling the outgoing register · Register tender documents and issue to Contractors/Consultants on ACONEX · Receive incoming tender documents, record them and ensure safe handing over to the Tender Committee · Issue contracts to Consultants/Contractors once finalized through courier as well as aconex and invite them to the project. · Create Project Instructions for my projects in coordination with the Document Control Manager and issue to the Contractors/Consultants once contract is finalized with them. · Ensure that proper document numbering is followed by the Contractor/Consultant as per the project instructions · Create workflows for Contractor/Consultant for my projects and manage them. · Ensure that all documents produced by the Contractor/Consultant for the Client are registered and transmitted via aconex as per the Project Instruction. · Communicate with Contractor/Consultant from time to time with regard to document control issues. · Filing of incoming and outgoing correspondences according to the Project Filing System · Ensure that original Certificates, Contract Agreements, Authority Approvals, Tender Bonds, Performance Bonds, Affection Plans, Site Allocation Plans, etc. are kept in safe custody · Ensuring that all documents (Reviewed tender documents, correspondences and construction documents, etc.) for the projects are filed/stored/archived appropriately · Finding and implementing new ideas for easy retrieval of documents · Prioritize and distribute work load for efficient results within deadline among office assistants · Coordinate with other Document Control Staff in day to day work and assist them for smooth operation of Document Control.
· Receive incoming letters/quotations/material submittals/site instructions, etc. and sent to Project Secretary for marking distribution · Receive outgoing letters and send to the recipient by courier/driver · Prepare drawing/document submittals for onward submission to the Consultant/PM · Prepare RFIs/WIRs/NCRs/FCRs for onward submission to the Consultant/PM · Prepare Method Statements as advised by the QA/QC Manager · Filing of incoming and outgoing correspondences according to ISO standards · To assign file indexes to identify location of documents and easy retrieval · To devise and implement new ideas for easy retrieval of documents · Communicate with Contractors and Consultants in regards to Document/Drawing numbering system · Prioritize and distribute work load for efficient results within deadline among co-staff · Prepare Monthly Reports in coordination with other departments to submit to the Consultant/PM/Client · Maintain and update logs regularly for incoming/outgoing documents such as Letters, Drawings, Material Submittals, Request for Information (RFI), Work Inspection Request (WIR), Field Change Requests (FCR), Site Instructions (SI), Engineer’s Instructions (EI), Non-Conformation Report (NCR) etc. · Provide documents to the Project Manager/Consultant whenever requested for.
· Greeting visitors, answering telephone calls, receiving and distributing correspondences and mails, etc. · Providing secretarial, administrative and clerical support to the Project Manager · Arranging meeting invites and appointments · Responsible for the upkeep of the PM’s office and ensure that all office equipment and facilities are in working condition · Prepare various formats in MS Word/Excel for the project as per requests from various departments like Engineering, Quantity Survey, Laboratory, etc. · Prepare Material Submittals in coordination with the Material Engineer · Prepare Payment Certificates in coordination with the Quantity Surveyor · Maintain the Correspondence log, distribution and filing · Coordinate with Consultant/Sub-contractors as and when required.
Taking dictations and drafting them for the CAs/Advocates on various petitions, letters, legal notices, etc. Typing Income Statements, Balance Sheets, Statements of Cash Flow on computer in coordination with the Auditors Preparing audit reports and monthly reports for various companies as advised by the Auditors. Data entry during free time Typing various Forms on the typewriter
Greeting visitors, answering telephone calls, receiving and distributing correspondences and mails, etc. Providing secretarial, administrative and clerical support to the Director Arranging meetings, conferences, appointments, etc. Attending meetings to take down notes Responsible for the upkeep of the Director’s office Coordinate with all departmental heads/branches Distribution of job among clerical staff Draft correspondence independently whenever required Taking dictations, print-out of emails, etc. Place requisition for monthly consumable items
* Elements of Management * Office Administration - Methods & Systems * Financial Management * Marketing Management
• English Shorthand • English Typing • Business Correspondence • Office Management & Elements of Book Keeping • Personality & Human Relations • Secretarial English • WordStar • Lotus • D-Base