Executive Secretary to Country Manager/Sr. Document Controller
Hill International
Total years of experience :20 years, 7 Months
Responsibilities/Tasks but not limited to the following:
Maintain & Manage Country Manager’s diary
Coordinate and Arrange Regional Internal Meetings & External High-level Management Meetings.
Record the High-level Meeting Minutes.
Manage Document Control Department, providing effective direction and motivation to the departmental staff.
Administer, populate and maintain the Electronic Document Management System (EDMS) Aconex.
Act as Focal Point for whole HO Document Control / Admin issues.
Ensure Documentation complies with an acceptable standard of quality and formats.
Direct and maintain archive filing systems with hard copies
Establishing, monitoring and updating of the Project Distribution Matrix.
Transmit comments to Contractor within the contractual Review Cycle.
Maintain an auditable record of Technical Documentation & Project specific correspondence from Contractors.
Preparing all necessary reports from Aconex as well as input from other Document Control Staff.
Coordinate with the other Document Controllers of the various Contractors involved in the project as well as Stakeholders.
Work closely with all discipline heads such as SRE’s RE’s, Package Managers, QA/QC Managers to ensure they maximum efficiency in document handling.
Specialties involve High Rise building, Airport Development, Mega Mall Development, Breakwater Construction, Infrastructure etc.
Archiving/Records Storage
Document handover/Close-out such as Final As built, O & M Manual, Training Documented etc.
Document Control Audits & Corrective Actions
Aspiring Quality Controller
Responsibilities/Tasks:
General Office Administration.
Documentation (ISO Standards) & Publishing the Engineering documents through Construction management software (ACONEX, Primavera Expedition, BIW etc.)
Maintain Document Library for the all types of Projects in hand (INFRA, BUILIDING, PIPE LINE PROJECTS, AIRPORTS etc. and Project DCC Procedures.
Prepare guidelines for the operation of DCC (Document Control Centre) for flow of Technical information from DCC to end user.
Updating/data entry database for easy monitoring and retrieval of documents like: As-built drawings, P&IDs, PFDs, Piping GA, Electrical, Instrument Layout, Loop diagrams, Isometrics, data sheets, specification for each plant, underground civil and Building structures.
Established Classification of various types of documents, like technical specification, data sheets, operation and maintenance manual, drawings, purchase order, technical books, codes and standards, sub-contractors manuals and dossiers, as-built drawings, microfilms etc.
Supervise in the implementation of Document Control Procedure and distribution of revised drawings or documents to concerned departments as per DCC matrix.
Involves in the processing and monitoring of MOC (Management of Change) and update documents affected by the modification.
Supervise in photocopying requirements for the complex and responsible for the maintenance of photocopy machines, scanners and drawing copiers.
Data entry and monitoring of all incoming/outgoing transmittal
Coordinate with marketing team and get the correct feedback from them pertaining to the projects at tender/post tender/Contract stages.
Maintain the document control system for the project ensuring all document control procedures are adhered to by project execution team
Develop and maintain positive working relationships with all projects’ execution teams.
·General Office Administration
·Man Power Deployment
·HR Related Activities( PP renewals, Visa Applications etc)
Preparation of Annual confidential performance reports for each engnieers
preparation & coordination for material/drawing approvals
·Taking dictations from Sr.Managers and Engineers.
Helping in Engineering documentations.
·Drafting of Business Letters
·Typing of Arabic Letters
·Preparing Minutes of Meetings.
·Compliance of ISO Standards and Documentation.
·All type of correspondence and travel arrangements for Top Level officers.
·Arranging of Meetings and conferences.
·Taking dictations from Top Level Officers.
·Typing of English/Hindi letters.
·HR Related Activities. ( Transfer Letters, Force Deployment, Disciplinary Procedures)
·Preparation of Minutes
·Office administration