Shaik Mukthiyar Basha

Maintaining all Project documents

Maintaining Document Submittal Register log (DSR) and monitor a document / Drawing numbering and change tracking system for the project documents.
Prepares the Transmittals and send to concern persons
Coordinate with QA/QC Manager and Project Manager to implement and monitor the document flow control and Quality Assurance protocols.
Keep up to date Revisions of the Documents
Receiving drawings and document revisions from Technical Department replace the superseded revisions by new ones and keep the superseded documents accessible for information.
Filling the Documents & Drawings proper manner
Make the spine labels to files for easy to find the documents files and drawings.
Maintaining the database in / out of all Project Documents and Correspondence
Design, monitors, updates and maintains tracking matrix, document register, emails, receives, request for information
Maintaining the Master Document Register of the latest drawings on a project and ensure that all recipients are transmitted the drawings.
Maintain all incoming, outgoing documents proper manner
Scan and upload of documents and drawings in project software.
Coordinate with Project Manager, Site Engineers and Client

•Updating into the data base the result and status of Inspection Request Form (IRF) and Material Inspection Request (MIR) on a daily basis.
•Maintaining records of all incoming and outgoing documents for easy reference and coordination with various departments
•Maintaining and updating filling system and records including files, transmittal, catalogues, technical data and other office routine data.
•Sort out the received Inspection Request Form (IRF) and Material Inspection Request (MIR) completeness of details / signatories e.g. QC Manager, Site Representatives / MEP / Survey
•Registering / Uploading all Inspection Request Form (IRF) and Material Inspection Request (MIR) thru Aconex System
•Received drawings and transmittal approval from Client send to engineers thru Aconex System
•Preparing Inspection Request Form (IRF) and Material Inspection Request (MIR) status of approvals, rejection, etc against number of submitted inspections for QAQC Manager weekly report
•Preparing different type of documents & forwarding through Transmittals
•Organizing & maintaining the filling system for the documents
•Receiving, Processing & releasing all in-house developed documents, and forwarding to the client for review, comments, approval, action etc
•Filing of documents including Vendor data and arranges these documents
•Receiving drawings and document revisions from technical department replace the superseded revisions by new ones and keep the superseded documents accessible for information
•Monthly providing data for Integrated Management System (IMS) audit purposes

 Manage the daily incoming of the customers
 Provide response to the enquires
 Manage the documents in proper way
 Provide general information to the customers
 Provide secretarial and clerical support to staff and management
 Arrange travel booking as needed
 Prepare daily schedule to the executives
 Organize and maintain the staffs registers
 Handle all the other responsibilities related to the job
 Answer the telephone call and reply emails
 All day-to-day operation matters

•Maintaining Document transmittal files and provides copies to its designated department
•Review general Fabrication weld/pipe shop order documentation to ensure accuracy and completeness, including stress charts, hardness test, trace & Upload and index documentation into system
•Preparing document transmittals and drawings, proper filing of administrative correspondence, reports
•Photocopying and scanning of all project documents
•Receive, sort and examine all incoming and outgoing documents
•Maintaining project electronic drawings, software codes, mechanical drawings required for subcontracts
•Responsible for receiving, distributing and controlling all contractual documents to assure that current and approved documents are available during construction
•Arranging drawings, manuals and correspondence for proper submission
•Generating document tracking register for all incoming and outgoing drawings/documents and reporting to Manager on regular basis
•Maintaining all original non administrative technical documents in clean, legible condition

•Receiving invoices from Dealers and Sales Executives
•Follow up queries & materialize them
•Collecting required documents
•Preparing Power Point presentations.
•Submiting required records to different department
•Generating monthly sales report
•Co ordinate with Branch Manager
•Updating all sales, stock and purchase data in Company’s Database
•Providing external and internal mail functions and telephone support