QA Document Administrator
Pharmax Pharmaceuticals FZ LLC.
Total years of experience :16 years, 0 Months
QA DOCUMENT ADMINISTRATOR
Responsible for document room including labelling and arrangement of files, storage, issuance and retrieval on approved request.
Responsible for identifying, retrieval, movement, and control of documents during external audits.
Creation and control of uncontrolled documents for external circulation or sharing.
Stamping, copying and document control of documents generated at site such as SOP, specifications, test procedures, validation protocols etc. including issuance, retrieval, archival, destruction etc.
Issuance of Batch Manufacturing & Packaging Records as when required.
Archival & Retrieval of Batch Documents as and when required.
Movement & Labeling of control samples and stability samples for loading in control sample room & stability chambers, respectively.
Supporting QA Specialist for withdrawal, and issuance of stability samples from manufacturing to QC.
Filing of training records in individual training files in document room.
Responsible for issuance, retrieval and archival of all department’s logbooks.
-Serve as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and other special events, as required.
•Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for Engineering Department.
•Preparation of reimbursement claims for Engineering Department.
•Preparation of Monthly Time Sheet for the department with job allocation.
•Assists with project development and planning to ensure more efficient service and organization of the department.
•Assists the Eng. Manager in the coordination, supervision, and completion of all tasks & projects as appropriate.
•Preparation of Drawings Submissions & updating document registers/logs.
•Performs miscellaneous job-related duties as assigned.
PURCHASING
•Verifies purchase requisitions by comparing items requested to master list; clarifying unclear items; recommending alternatives.
•Forwards available inventory items by verifying stock; scheduling delivery.
•Prepares purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items; obtaining approval from requisitioning department.
•Obtains purchased items by forwarding orders to suppliers; monitoring and expediting orders.
•Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers.
•Authorizes payment for purchases by forwarding receiving documentation.
•Keeps information accessible by sorting and filing documents.
•Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends.
LOGISTICS
•Coordinate and monitor supply chain operations
•Ensure premises, assets and communication ways are used effectively
•Utilize logistics IT to optimize procedures
•Recruit and coordinate logistic staff according to availabilities and requirements
•Supervise orders and arrange stocking of raw materials and equipment to ensure they meet needs
•Communicate with suppliers, retailers, customers to achieve profitable deals and mutual satisfaction
•Plan and track the shipment of final products according to customer requirements
•Keep logs and records of warehouse stock, executed orders etc.
•Prepare accurate reports for upper management
(Building Management, Safety, Security and Maintenance)
•Checks security arrangements of office premises and ensures safety of office and staff.
•Ensures provision of utility services in office like electricity, water, telephone, fax, internet, uniform etc. and ensures continued supply without interruption.
•Checks misuse of office facilities by staff and reports to HR Manager.
•Assists HR Manager in acquiring rented premises and deals with landlord in all matters pertaining to rented premises.
•Responsible for up-keeping and maintenance work of building facilities such as lifts, air-conditioning system, electrical works etc.
•Provide planning, phasing and scheduling of projects in close coordination with various contractors. Constantly monitor and report on progress of the project the timely execution and delivery of projects being undertaken.
•Interface with contractors, and senior project officers on project issues.
•Attend to internal customer’s requests and take appropriate corrective actions.
•Co-ordinates with government departments / corporate bodies in connection with provision of utility/office services. (DEWA/Etisalat/DU etc.).
•Supervises drivers, office assistants, riders, telephone operator, sweeper etc. and ensures efficiency on their part.
PROCUREMENT
•Undertakes all the work related to purchase of furniture, fixtures, office equipment, computers, phones, vehicles/motorbikes, air conditioners, uniforms etc.
•Implement and monitor support services, including procurement of office stationeries, back-office support services; transport, travel and traffic, communications, engineering and information technology support; and pantry items (includes order disbursement and raise LPO for Payment).
•Negotiates service agreements with vendors.
and implement administrative systems and related workflow within department.
projects for tendering by doing quantity take-off
•Preparing the summary sheets for Tender Project price finalization.
Responsible to follow up the price offer submitted to Customer/Client.
Responsible in updating the Estimation Tender Programme.
Arrange the collection of Tender Invitation from the Main Contractor/Client.
Assigning a Tender Number for every new tender invitation received.
Filing & updating all tender documents (E-file & Hard file).
Assisting the Estimation Team in preparing the Tender Submittal to Contractor/Client.
Attending meeting with the potential clients/customers together with Marketing Head.
Responsible for the adequacy of the Quality Management Systems operating on the Project and Department.
Ensuring that the Quality Management System is established and maintained and report to the QMS Office any purposed update or modifications required for its effectiveness.
Attend ongoing Internal & external Audits and QMS Progress Meetings.
Closing of all observation, findings & Non Conformance as action taken for internal/external audit commenced.
Responsible in retaining and displaying the most current Site/Department Organization Chart, showing reporting routes and responsibilities of key personnel.
Conducting Customer Survey after completion of project
Responsible for calibration and certification of measuring instruments.
Responsible in providing & implementing Project Management System Manual in all division’s projects.
Verifying and ensuring that all snags are satisfactorily completed and closed out.
Preparing the close out documents such as “As Built drawings”, “Operation & Maintenance manual” etc.
