Document Controller Cum Secretary
Etisalat Facilities Management
Total years of experience :18 years, 5 Months
• Responsible for the processing of Subcontractor/Supplier’s invoices including retention invoices.
• Coordinates and communicates Tender proposals and RFQ documents support function to meet proposal due dates while raising, tracking and documenting issues.
• Ensures all relevant documentation for bid proposals is complete and accurate.
• Team Daily Attendance, Monthly and OT submission to Payroll is ensured.
• In-charged of releasing contractors Performance Bond and Original Cheque.
• Maintaining vehicle information for each section are accurate and provides confirmation to Fleet department for all fines and fuel consumptions on monthly basis.
• Maintain proper organization and storage of documents and information.
• Coordinating with Project team, Contract Division and subcontractor related to processing or renewal of contracts.
• Reviews and arranging VP signature and approvals for all sections documents submitted.
• In-charged of any related CUG sim issues, bill payments submission to finance and application of new CUG SIM for all section.
• Provide full support to VP/Projects and for all the section team requirements
• Preparing PR plan as per site pay item issued or assigned to subcontractors using IBUY system.
• Monitoring of overall progress for PR/PO application such as PO changes/cancellation
and other related reports for PR/PO.
• Coordinating with supplier for PR/PO inquiries or any related issues.
• Responsible for the acceptance (PAC/FAC) processing using IBUY system.
• Preparing MR (Material Request) using CES system to be issued to subcontractors on daily basis.
• Monitors and reviewed Material Reconciliation submitted by each subcontractor.
• Coordinating with subcontractors, Project team, and Logistic team related to materials out bounded in warehouse for material reconciliation purposes.
• Updating reports or DN (Delivery Note) status on weekly basis for all Materials issued to subcontractors.
• Prepares summary reports for inventory control and monitoring material inventories using CES system.
• Thorough knowledge of material control system according to Delivery Note issued.
• Fully conversant with management responsibilities to client and sub contractors to ensure project completion.
• Responsible for assigning PM (Preventive Maintenance) schedules for 1600 sites of du operator across
Dubai region to FCCI engineers.
• Preparing all trackers and reports submitted by engineer on daily, weekly and monthly basis to immediate superior.
• Coordination with field engineers on site and providing support on all PM related issues.
• Arranging access permits to building managements for smooth PM activities.
• In charge of submittals that includes LOS Reports, IBS Reports, Outdoor BTS Reports,
TSSR (Technical Site Survey Reports), and Microwave Software Upgrade Reports, for approval of the clients.
• Ensures that all documents have no errors in filenames, submissions,
before submitting it to the next department to avoid confusion.
• Arrange all relevant documentation and legal clearance for the site to ensure approval and
NOC documents from authorities and property owners.
• Follow up site designs, approval and NOC documents for authorities and
property owners of the sites to ensure the workflow in compliance with project implementation plans.
• In charge of Submittals that includes Work Inspection Requests,
Snagging Inspection Requests, Material Inspection Request, Specification
and Drawings receiving and releasing for approval of the contractor.
• Ensure that submittals are updated in the system by using PRIMAVERA.
• Ensure that the latest revision and approval status of drawings and specifications is kept updated continuously through the system.
• Send and received drawings by email and prepared submittal after which ensure the circulation to the Package Manager for action or review.
• Plotting colored drawings and scanning of various project related to documents using latest equipments.
• Filing and maintaining records of all documents.
• Handling of 201 Files.
• Prepare quotations and keep records.
• Arranging and segregates company’s sensitive files and documents
that include licenses and contracts.
• Attend incoming and outgoing calls as well as sending e-mail and fax letters.
• Maintain professionalism at all times and use discretion when handling confidential data.
• Responsible in purchasing office and warehouse stationeries and other office and warehouse needs.