Ruth Garbin

Job Responsibilities:
• Knowledgeable in ISO Management Systems and Documents.
• Maintain and control the document numbering system in compliance withrelevant requirements.
• Receive, send and handle all incoming and outgoing documents such ascontracts, invoices, purchase orders, delivery note.
• Raising purchase order and material requisition thru oracle fusion andmaximo application.
• Copy, scan, store, file and organize all receive documents in physical anddigital form.
• Preparing and issuing transmittals and maintain document control registersand maintaining the archive project documentation, including electronic andhard copies.
• Record and register all incoming and outgoing documents.
• Coordinate with supplier to ensure required documents and other materialsare submitted and delivered in timely manner.
• Act as employee services coordinator to generate overtime, monitor andupdate attendance records thru QRoster and QTime Application.
• Perform other job-related duties as

• Develop and maintain the Document Management System
• Establish and maintain the Master Document Register for incoming, outgoing, emails receive, transmittals and requests for information.
• Prepare the submittal of Pre-Qualification, Material Submittal, Inspection Request, Method Statement, Drawings, Letters for Approval to the Consultant & Client.
• Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers)
• Prepare monthly and weekly reports of all tasks & keeping the photographic log in date order, to support the projects planner
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored
• General document control activities such as photocopying, scanning, analysis of suppliers documents compliance with Project standards regarding numbering and all others aspect related to document quality
• Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required
• Manage all flows of documents either in electronic form or on paper support
• Other relevant duties/tasks as directed by Project Manager & Construction Manager and support the technical project team

• Manage Electronic Documents and Drawings in ACONEX System
• Monitor, update and maintain tracking matrix and document registry for incoming, outgoing, emails receive, transmittals and requests for information.
• Coordinating with the technical documentation and systems for data input, internal expediting and generation of reports in accordance with the project requirements.
• Logical classification and indexing of the documents to ensure easy retrieval.
• Preparing and issuing transmittals and maintain document control registers and maintaining the archive project documentation, including electronic and hard copies.
• Maintaining the master document register of the latest drawings, and other technical and non-technical documents on project and ensure that all are transmitted as soon as new revisions of are received.
• Performing the digital conversions of the drawings on a project by computer scanning and distribute to the proper custodian.
• Distribute all technical documents issued by the Contractor to all relevant engineers and department heads.
• Classification of documents for long term or short-term archiving and disposal according to policy including digitization of important documents.
• Responsible for following-up responses and actions on internal and external operations.
• Perform routine secretarial activities such as typing correspondence and reports, receiving and placing calls, liasing with specified internal and external contacts and recording incoming/outgoing mails and other documents
• Report directly to the Landscape Manager & Architectural Manager and support the technical project team

Controlling Documents and Drawings (via ACONEX system)
* Uploading documents/drawings with appropriate Project metadata using
ACONEX.
* Responsible to record the receipt, distribution, and revision of technical
documents related to the project as required by the project team.
* Distribution of electronic and hard copy drawings and documents to the
Client and other required personnel on a timely basis
* Maintaining electronic and hard copy documents and drawings sets
* Participating in development and subsequent compliance of all Projects
document control and records management procedures.
* Generate document control and record management reports to track
document statuses (i.e. Drawings, Documents, Reports, etc.)
* Log all incoming and outgoing documents and drawings.
* Ensure that all the drawings and documents within the project is handled,
registered, checked, filed, distributed and disposed of in a controlled, timely
and cost effective manner.
* Performs routine secretarial activities such as typing correspondence and
reports, receiving and placing calls, liasing with specified internal and
external contacts and recording incoming/outgoing mails and other
documents
* Scanning of documents identified as essential/critical by the different
departments.
* Ordering and maintaining stationery and equipment for the technical
department as and when needed.
* Provide Assistance and Support to Construction Manager, Technical
Coordinator & Technical Engineers.
CPD Engineering Company

Provide assistance and support to Project Manager, AIM/CMMS Lead and
Project Engineers on AIM Doc/Data Process Execution and documentation
tasks.
* Create template and upload documents (drawings & vendor’s manual) in AIM
EDMS.
* Coordinate with SBSC with regards to AIM EDMS Uploading.
* Assist AIM FP in coordinating with different departments on their AIM
Doc/Data Requirement.
* Identify and collate documents from different departments.
* Scanning of documents identified as essential/critical by the different
departments.
* Review AIM-EDMS database prior to upload.
* Provide AIM EDMS Basic Search Refresher Training and assist basic AIM
EDMS issue and computer problems.
* Perform or execute testing in AIM-EDMS for tool/system upgrades.
* Provide and attend to staff and contractor's request for drawings and
documents through the use of the Asset Information Management -
Electronic Data Management System (AIM-EDMS).
* Log all incoming and outgoing documents and drawings.
* Receive and maintain files of documents and all completed project files and
other documents turned over to the library.
* Support different Project requests (ie Dawn, STAR TREC, etc)
* Carry out all the necessary documentations, correspondences, presentations
& report preparation.
* Provide support in downloading Electronic Gate Access System (E-GAS) Data
Report (monthly).
* Provide basic GSAP transaction support for CMMS Lead.
* Update TRIM for relevant Projects documentation
* Transmit SAP-TMS Report for Projects Staff & takes charge of requisitioning
of office supplies for the projects department as and when needed.

Installing needed software and format computers
* set-up newly installed computers
* updating anti-virus and install and configure a network
* LAN cabling and maintained the company’s database by either updating or back-up
activity