Administrator/Document Controller
Al Raha Metal Products Factory LLC / Al Raha Mechanical Equipment Company WLL
مجموع سنوات الخبرة :12 years, 3 أشهر
• Receives the RFQ and related correspondence and acknowledges the receipt. Analyzing RFQ deadlines and assisting with tasks as instructed by the Proposal Manager.
• Analyze RFP or Tender requirements and ensure Proposal compliance.
• Enable Proposal team to adhere to the most efficient practice to stay on schedule in order to meet deadlines by preparing weekly look ahead report.
• Preparing responses to Expressions of interest, Technical / Commercial Tenders and Proposals by formatting, content formation and compiling documents to meet requirements of RFT/EOI.
• Submission of EOI, Technical and Commercial Tender through online portal or Hard Copy. Ensuring tender submissions are submitted via correct delivery method (Electronic Submission via Online Portal or Hardcopy Submission)
• Submitting Tenders to Client through online portals (E.g.: ADNOC Portal - Tejari, Supplier Relationship Management System (SRM) System, ProCon and ARIBA)
• Tracking of all tender related correspondence before, during and after submission.
• Supporting the team to receive Material Prices and Subcontracting Prices by floating enquiries and expediting Procurement Team or Vendors.
• Update and circulate the “Order Booking Vs Invoiced Amount” S-Curve to Management on monthly basis
• Prepare Letter and compiling documents for LOA request. Coordinating with HR for issuance of CICPA/CNIA Pass.
• Administrative and clerical support through data entry, letter drafting, email correspondence, office stationery, distributing mail, typing, scanning, copying and maintaining register and various other callers seeking information
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
• Kept physical files and digitized records organized for easy updating and retrieval by authorized team members
• Maintained accurate and current alphanumeric filing system for optimal record keeping efficiency Maintaining Enquiry Register for Mechanical Work, Painting Work & Manpower Supply
• Preparation of Job Award Memorandum upon receipt of Contract/LPO.
• Transmitting of Purchase Order/Contract, Job Award Memorandum & Project Budget to concerned department heads.
• Maintain appropriate record keeping structure manually and electronically for the access by authorized personnel
Document Controller:
• Tracking all delivery reports of Materials or Concrete as back up of Estidama
• Updating register and maintaining database of all delivery reports for the Estidama approved materials
• Update Management System Deliverables (Sustainability Plans, Sustainability Procedures, Sustainability Reports, Other Sustainability Submittals etc. as intructed by Estidama Engineer
• Maintain, update and communicate Sustainability & Estidama Construction Requirements as per client’s requirement
• Producing daily, weekly, monthly Estidama Tracking register for the documentation department as per the instructions of the Estidama Engineer
• Data entry as per the instruction of Estidama Engineer.
• Maintaining Material Submittal Register and updating the status of Estidama approval.
• Compiling documents for the meeting purpose as per Estidama Engineer.
As Security Coordinator:
• Coordinates with ADAC security (P&D Landside Security)
• Providing required documents for the employees under direct sponsorship of contractor/sub-contractor in obtaining permanent or temporary site access badge
• Coordinating with ADAC security and HSE in case of misusing the construction site security badge or to deny entry to persons who do not comply with the rules and regulations of the site safety and security policies
• Tracking the complete details and status of employees with the site access badge with the help of database
• Also coordinating with ADAC security by emails for the access at site for meetings, delivery and maintenance works on daily basis
• Preparing Gate pass request for outgoing and incoming equipment.
• Paying and collecting fines for lost ADAC badges
• Maintaining records of all ADAC Badges both hardcopy and Softcopy
• Updating register
• Delivered expert clerical support to internal staff and management by efficiently handling wide range of routine and special requirements
• Provided quality clerical support through data entry, document management, email correspondence and overseeing operation of office equipment
• Kept physical files and digitized records organized for easy updating and retrieval by authorized team members
Project : Khalifa Port Industrial Zone(KPIZ)
June 13, 2011 - September 25, 2013
Title : Technical Clerk, Handing Over - QA/QC
• Demonstrated proficiency with Document Control management software
• Tracking the site work with help of Database and IR (Inspection Request)
• Create Data Base with the advice of QA/QC Engineers and related ITP'S for finding the location where RFI'S were not raised
• Arranging and Filing the RFI'S with respect to its respective fields
• Prepare general files for different fields with respect to client's requirement for the Final Hand Over
• Prepare Operations and maintenance manual respect to client's requirement for the Final Hand Over
• Coordinating with Client for getting approvals for the Final Hand over of Approved Project Documents
• Scanning and maintaining back up of all QA/QC related documents
• Follow up with the Engineers for raising RFI's for the missing locations
• Follow up with the survivor and Lab technician for the survey report and test results
• Attaching the RFI attachments such as checklist, test report, survey report with reference to its ITP
• Vendor documents handling and backup
• Receiving documents from client and uploading
• Projects documents downloading using VBC software and back up the files
• Ensure that all the relevant Project documentation are registered / maintained in the electronic Document Management System (EDMS)
• Follow up with Material Engineer in getting approvals of Material Submittal for the Final Hand Over
• Updating Logs and Registers
• Performed various administrative functions, including filing paperwork, delivering mail, sorting mail and bookkeeping
• Kept physical files and digitized records organized for easy updating and retrieval by authorized team members
• Informed and supported leaders through consistent communication and administrative support duties
• Checked documentation for accuracy and validity on updated systems
• Provided clerical support to company employees by copying, faxing and filing documents
• Created project control documentation to support needs of important projects
• Scanned, filed and transmitted various document
• Carefully reviewed all documents and reports for completeness and accuracy prior to Hand Over to Client
Prepared Company Profile.