Document Controller / Administrator
Al Hosn Gas Company
Total years of experience :19 years, 3 Months
a) Responsible for distribution of controlled copies of approved documents and drawings to the designated staff, subcontractors and suppliers through Aconex-EDMS as per distribution matrix.
b) Create comments sheet after receiving comments and respective codes from engineers and issue drawings with proper transmittal to contractors after approval from Senior Project Manager.
c) Established and control project document numbering system and document templates.
d) Managed Scan, index, and organize documents project wise, store and maintain company documents in both electronic and physical forms.
e) Assist Senior Project Manager in arranging and scheduling internal meetings/ appointments, notifying participants, confirming timing and reserving meeting room.
f) Supervised and trained junior employees in maintaining, retaining, and retrieving documents
g) Screen and respond to incoming calls for the manager, Organize and schedule appointments, make routine telephone calls to follow up actions on behalf of the manager.
h) Provide a single coordination point for the management relate to project documents and records.
i) Examined and generate various document control reports as required through Aconex -EDMS. Official letter drafting and maintain NCRs, MARs DCAs, RFIs and submittal registers;
j) Responsible for preparing action pending reports on weekly basis and notify related staff for necessary action and timely close out.
k) Optimize stationery and arrange for the efficient operation and maintenance of office equipments to ensure these functions effectively and efficiently.
a) Responsible for preparing transmittal and issuing to company, contractor and sub-contractor etc.
b) Manage to update, download and distribution of project documents as per distribution matrix.
c) Generate, archive, control, and retrieve records as and when needed
d) Compiled records of project details, minutes of meetings, technical specifications, drawings, etc.
e) Control issuance of documents and seek proper approval for the same from senior authorities
f) Perform quality check on documents by following document control processes
g) Responsible for project correspondence, reports, materials requisitions, invoices, memos, letters, financial statements and other documents.
h) Supervises and controls the provision of general support services, including telephone and telex, stationery and office supply.
i) Handled telephone calls in appropriate manners, meet and greet clients and visitors.
j) Oversaw support staff and trained for photocopying, faxing, emailing and courier arrangements.
a) Responsible for correspondence, weekly reports and materials requisitions.
b) Control internal transmittal and documents distribution to the engineers, concerned departments, Coordination and follow up with client regarding submission of documents.
c) Guided support staff for the preparation of meeting room and distribution of minutes of meetings.
d) Responsible for updating cable and drum schedule and issue latest revision of schedule to document control department for on-line access to sub-contractors.
e) Coordination with warehouse regarding material issued & arrival, updation of records pulled cables from sub-contractors and accordingly updating database, preparing reports etc.
a) Provide administrative support to an academic team of lecturers, tutors or teachers and responsible for liaising with other administrative staff, academic colleagues and students.
b) Prepared general correspondence, answering telephone and email enquiries, oversaw in creating and maintaining filing systems.
c) Organizing and storing paperwork, documents and computer-based information and Order maintain outstanding order, purchase order and requisition files.
d) Assist the manager in the administration of department operations and assume duties and responsibilities of supervisor in his absence.
a) Responsible to negotiate with vendors, clients, agents & distributors. Order stationeries and maintenance of office equipments
b) Prepare quotations and send to suppliers for purchasing materials after approval from managers, submit materials bills to accounts department and arranging payment of vendors.
c) Handled and attending to customer claims, complaints and also follow up for payments and receivables, Coordinating with project development team and customer care executives
d) Examined data to create progress reports and submit to the Administration Manager
