Office Administrator / Lead Document Controller
Diyar Al Muharraq W.L.L.
Total years of experience :33 years, 2 Months
Responsibilities/Task :
Implementation and maintenance of Document Control System for Diyar Al Muharraq leading Township Master Developer in Bahrain.
Store, manage and track company documents. Documents scan and maintain documents, adhering to the company's document lifecycle procedures, and archive inactive records in accordance with the records retention schedule. A large part of the job is to control the retrieval of documents. Document control specialists receive and process Requests for Proposal, or RFPs, from Designers, Consultant and Contactors and maintain the requests via tracking logs. As RFP procedures are updated, document control specialists create new templates. Sometimes need to help project development team and maintain documents such as Project Proposals, Design, Specifications, Scope of Works and Tenders Documents for approval of Development Managers and Board Members. Periodically, I’ am responsible for training employees on Electronic Data Management System “Scenario Software” records management procedures policies, which include documentation, retention, retrieval, destruction and disaster recovery. They also assist with file migrations and audits, and perform administrative tasks as needed.
General Office Management
• maintain and upkeep office equipment and furniture
• follow through on maintenance agreements and contracts
• ensure payment of utility bills
• order and maintain office supplies
• research vendors for pricing and delivery options
• troubleshoot computer and systems problems
• liaise with IT specialists to resolve problems
• Monthly and Weekly Reports
Supervised the overall project office Administration entailing Staff Welfare - Leave, Travel, Hotel Reservations, Visa Arrangements, Residence Permits, CPR Renewal follow-ups, Staff Induction, Staff Appraisal & Recruitments.
Interfaced with various Government and Logistics Departments for coordination of import / export shipments, etc.
Supported the implementation of Electronic Document Management System (EDMS) related to the Document Control System for various projects.
Successfully established various registers for Document Controllers as per ISO 9000: 2008 requirements, which comprised Drawings (Tender, Construction, Shop Drawings and Site Sketches, etc.), Correspondence, RFI, MAC, NCR, CAR, PAR, Method Statements, ITP, PQP, CQP, SI, VO, SHEQ Procedures, etc.
Guided team members & organized orientation & trainings for new staff members.
Effectively maintained inventory for office supplies.
Played a key role in designing & implementing Electronic Data Management for the projects.
Streamlined the Document Control processes to facilitating the early approval of materials and works from the client / consultants.
Involved in the implementation of Registers and the set up of daily, weekly, monthly tasks for Administration.
Won appreciation from the Management for the implementation of Integrated Management System.
Monitored the effective implementation of Filing System and maintenance of Document Control procedures through conducting regular internal trainings for the Document Controllers and Administration Staff.
Project : Durrat Al Bahrain Resort, ASRY Basin Quay Wall, Prince Khalifa Park, United Steel Mill
Consultant / Engineer: WS ATKINS (Engineer’s Rep) and Kuwaiti Manager Co. & BOVIS Lend Lease (Engineer)
Coordinated the construction works for Durrat Al Bahrain Islands Revetment, Quay Wall, Community Facilities, Private Jetty & interconnecting Bridges.
Project Manager - KMCB; Cost Consultant - HAJ; Project Consultant - W. S. Atkins.
Effectively coordinated with HR Department for Staff Welfare and Resources Planning.
Coordinated with Government Authorities and Insurance Companies.
Engaged in the preparation of necessary documents for Tender Submissions, etc.
Successfully designed & implemented Training procedure for expatriate and local staff.
Organised internal & external trainings for the betterment of new staff.
Coordinated the implementation of HR Policy for Staff Welfare (Ticket, Accommodation, medical etc.)
Prepared and maintained Administration Documents as per the requirement of various ministries.
Won appreciation from the Management for deftly conducting regular training programmes for the staff in coordination with various institutes.
1) Responsible for all Secretarial works. Staff Accommodation, Leave and Travel arrangements. Preparation of Itinerary for the Senior staff.2) Preparation of Project Manpower Schedules & Planning and Subcontractors Monthly Time Sheets. Preparation of Stores Material movements & Site progress schedule. Maintaining of Cost allocation system as per Bill of Quantity. Responsible for Accounts Payable such as Checking, Accounting Invoices, Payments to Creditors, Payments to Sub Contractors. Preparation of Monthly Accruals, Monthly Cost Reports, Reconciliation of Bank Account and Creditors Accounts etc. Preparation of Monthly Cash Usage Report & Weekly Cash Flow.
1) Responsible for all Secretarial works. i) Staff Accommodation, Leave and Travel arrangements. ii) Preparation of Itinerary for the Senior staff. iii) Handling of confidential correspondence for the Project.2) Responsible for Accounts Payable such as Checking, Accounting Invoices, Payments to Creditors, Payments to Sub Contractors. . Preparation of Monthly Cash Usage Report & Weekly Cash Flow. Preparation of Monthly Accruals, Monthly Cost Reports, Reconciliation of Bank Account and Creditors Accounts etc.
All office Management aspects of Royal Saudi Forces Hunter Projects Phase 2 & 3, for Costain International - Prime Contractor to British Aerospace Plc. Control of all project Correspondence. Maintenance of Access Database System. Maintenance of Stationery Stock, Telephone/Fax and office equipment records. Handling of QA documents accordance to ISO 9002, Details are:Preparation and maintenance of Construction Quality Plan Register. Preparation of Material Submittals, Non Conformance Report, Site Instruction Register, Site Sketch Register, CVI, RFI register, SSR and CAR registers etc.
Ledger posting, preparation of Journal entries, Petty Cash maintenance and Bank Reconciliation Statement and Creditors Statement etc.
Certified Lead Document Controller
C.G.S. COMPUTER TECHNICAL COURSE FOR 6 MONTH FROM INFORMATIC CENTRE BOMABY. ALTHOUGH IT WAS 6 MONTH COURSE I COMPLETED WITHIN 3 1/2 BY ATTENDING EXTRA HOURS CLASSES TO COMPLETE THE COURSE WITHIN THE LEAVE PREIOD I GOT FROM COSTAIN SAUDI ARABIA
Bcom completed in 1988 from Calicut University
PREDEGREE - 4TH GROUP (COMMERCE) PASSED FROM CALICUT UNIVERSITY IN 1985, I COMPLETED BCOM "ACCOUNTANCY & COSTING "WAS MAIN FOR THREE YEAR COURSE
S.S.L.C PASSED FROM THE KERAL GOVT. EDUCATION BOARD IN 1983 AND I CHOSED COMMERCE GROUP FOR PREDGREE