Document Controller
Domopan Qatar
مجموع سنوات الخبرة :10 years, 6 أشهر
Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the workflow.
Ensure all technical documents, such as letters, reports, drawings etc. are collected and registered through Smartsheet registers.
Maintaining proper document system through Electronic Document & Record Management System (EDRMS) for everyday operations, maintenance and quality control.
Assist the management in receiving, sending, classifying, recording, registering, storing, and accessing internal and external correspondence and data Print and distribute documents as necessary.
Work with documents and records across various departments, including Engineering, Quality Control, Construction and Commercial Departments.
Preparation and issuance of transmittals to client and Subcontractors.
Coordinating with the Client, Consultant and Subcontractors to ensure the status and approval of submitted documents and consistent follow-up to avoid delay of document process.
Keeping updated records and distribution within the organization.
▪ Providing Weekly and Monthly reports on regular basis as required.
• Monitors, updates and maintains tracking matrix, documents registry for incoming, outgoing, emails receive, transmittals and requests for information.
• Support of technical project team and other departments.
• Coordinating with the technical documentation and systems for data input, internal expediting and generation of reports in accordance with the project requirements.
• Manages Electronic Documents Control Systems like Aconex, Comply Pro (System Assurance) and Project Wise (BIM - Building Information Management).
• Logical categorization and indexing of the documents to ensure easy retrieval.
• Recording, expediting, reviewing and processing the documentation (letters, permits, forms etc. ) whilst maintaining a functional client service relationship both internally and externally (Ashghal, Kahramaa, Qatar Armed Forces, Ministry of Interior etc.).
• 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, BIM Models, 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.
Carrying administrative duties such as filing, typing, copying, binding, scanning etc.
Answer and direct phone calls.
Organize and schedule meetings and appointments.
Maintain up-to-date employee records.
Handling sensitive information in a confidential manner.
Produce and distribute correspondence memos, letters, faxes and forms.
Assist in the preparation of regularly scheduled reports.
Develop and maintain a filing system.
Booked travel arrangements.
Submit and reconcile expense reports.
Provide general support to visitors.
Performs any other duties as required.
File and retrieve documents using specific classification and organization systems.
Organize all ongoing incoming and outgoing documentation of purchase order and job order.
Responsible for the orderly recording and keeping of physical and electronic documents, including distributing new documents and discarding obsolete records.
Responsible to keep records and logs of document retrievals, updates, distributions and removals.
Tracking the pending documents through weekly progress reports to management.
Notifying the involved parties for tacking appropriate action on the pending documents.
Input document data into the standard registers ensuring that the information is accurate and up to date.
Generate the various document control reports as required.
Other tasks as requested by management.
Organize, digitalize and archive all existing company documents in accordance with the structure and guidance provided by management.
Allocates and controls the document numbering system for the project work.
Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable.
Responds in a timely manner to requests to retrieve information, information searches and general requests for support from project/department personnel.
Accurately updates information as required.
Promote sales of properties through advertisements, open houses and participation through listing services.
Source for possible clients and ensure to maintain good relationships with them.
Advice clients on market conditions, prices, mortgages, legal requirements and related matters.
Build and develop positive relationship with new and current clients.
Recommend to clients on investments and securities.
Manage productive management and staff relationships
Assisting clients on opening a new bank account.
Prepares files required for car loans and assisting the Marketing Head for the car shows being held every month.
Meet potential clients and explain them the different aspects on investing to the institution.\