Document Controller/Admin
Arcadis Qatar, Incorporating Hyder Consulting, ME
Total des années d'expérience :9 years, 4 Mois
· Prepares submissions as instructed by Line manager, BID manager and Engineers. Ensures that all documents to be submitted are aligned with the system/requirements by the client. See to it that it meets the target time and date of submission. Recently submit the BID of Doha Beautification with a wide scope of Designing.
· Provide secretarial and administrative support to the team with Project managers/engineers to various tasks such as issuing, typing, posting, filing and organizing files and documents. Screens, sorts and stamp a wide variety of incoming documents, correspondences, faxes, mails, material submittals, drawings submittals etc. Maintains proper records and performs checking, posting for correct entry with speed and accuracy to the electronic and manual filing system. Prepares correspondences and transmittals for approved/resubmitted/rejected materials and drawings to the contractor and to the client as well.
· Coordinate and implement a wide variety of project services to every concerned personnel in the office. Performs store keeping of all the approved documents and materials, ensures that storekeeping and filing is up to date. Maintain a soft copy of file index for easy reference and keep records of materials filed or removed, using manual and electronic record.
· Uploading of documents, and drawings into document management system used by clients and company sharepoint documentation system. Likewise, sending documents using wetransfer, ftp and dropbox which ever accessible by end user.
Provide secretarial and administrative support to the Project Manager/ Engineers to various tasks such as issuing, typing, posting, filing and organizing files and documents.
Screens, sorts and stamp a wide variety of incoming documents, correspondences, faxes, mails, material submittals, drawing submittals etc.
Maintains proper records and perform checking, posting for correct entry with speed and accuracy to the electronic and manual filing system.
Prepare correspondences and transmittals for approved/resubmitted/rejected materials and drawings to the contractor and to the client as well.
Coordinate and implement a wide variety of project services to every concerned personnel in the office.
Perform store keeping of all the approved documents and materials, ensures that storekeeping and filing is up to date.
Maintain a soft copy of file index for easy reference and keep records of materials filed or removed, using manual and electronic record.
Prepares submissions.
Mainly organizing and maintaining the files of the employees in the data base in soft and hard copy as well;
Prepares documents for the Recruiting team, i. e. Induction packs and forms to filled up upon entry of employees to the company or here in Doha;
Receiving of documents from Recruitment team and from other branches;
Performs every day routine of Administrative duties specified in the office;
Act as a focal point for HR department for all concerns of employees as to leaves, sick leave and absent;
Coordinates with new joiners/employees regarding documents required for 201 filing;
Collects and gathers documents for all qualified employees for MMUP registration.
Performs daily routine and administrative functions such as drafting correspondence, making transmittal, to contractors, clients and send it to respective offices;
Receives, sorts and routes documents to respective colleagues;
Organizing, and maintaining documents and papers as well as electronic files, compiling the documents received from contractors and clients;
Assisting all colleagues in all documents and drawings needed for scanning, reproducing and compact disk burning;
Responsible in maintaining and controlling all supplies for office and pantry supplies;
Act as a focal instructor point for the driver and office/tea boy;
Coordinate with clients and contractors as to documents required.
Updating file system for transmittals from clients and maintaining files in soft and hard copy;
Do the filing as the document controller do and use of special system application of the company, Sending transmittals thru internet system,
Performs daily routine and administrative functions such as drafting correspondence, making transmittal, to vendors, and send it to respective offices;
Organizing, and maintaining documents and papers as well as electronic files, compiling the hard copy documents received from clients and vendors
Providing information to callers and transfer calls to appropriate individuals;
Operate office equipment such as fax machines, copiers, scanners and use of computer for spreadsheet, word processing, database management and other applications.
Attend visitors immediately and callers, handle their queries and direct them to the appropriate persons according to their needs.
Prepares all the documents which are needed for applying MIC gate pass for all employees going to site project (visitors and staff);
Making hotel reservation, booking and car availability for visitors coming to Doha.
Responsible in all office supplies and inventory of record for all office equipments; such as computers copier machines and printers.
Make all the necessary documents needed by the immediate superior
Responsible in keeping and filing the department’s file
Performs administrative functions such as drafting correspondence, organizing and maintaining electronic files
Providing information to callers or transfer calls to appropriate individuals
Generate daily progress for each job done in the job site
Operate office equipment such as fax machines, copiers, scanners and use of computer for spreadsheet, word processing, database management and other applications
Response to the various queries of the clients and guests and direct them to the appropriate persons according to their needs
Collect data for each respective instrument that need to be send for calibration and repair
Prepares all the documents for new and renewal of gate passes
Responsible in organizing and maintaining the files of sales account and for the business files as well;
Make monthly payroll of employees, deductions and remittances;
Compute monthly sales and making sales report for each month and calculate for the monthly tax;
Compile and update record of the company for renewal of business permit yearly
Make regular announcement to co-employees and to Manager regarding new policies, memorandum and new City Ordinance.