Shipra Dey

Secretary/ Document Controller at Qatar Design Consortium

• Qatar - Doha
• August 2011 to November 2012

 Working as a Secretary/ Document Controller at various sites across Doha in
Qatar Design Consortium.
 Work profile included registering all incoming and outgoing correspondences,
MoMs, Drawings & technical submittals.
 Maintaining a register of all incoming and outgoing mail, stamping and
recording of mail before circulating for distribution to the Project Manager.
 Responsible for Control/Track/Issue of complete project documentation such
as incoming and outgoing correspondence, site instructions, change orders,
NFC, RFI, CVI, RFM, Letters, staff daily report, Submittals and other forms of
pertinent documents from the client and subcontractors
 Responsible for receiving, logging and distributing all technical documents and
assisting in coordination and monitoring of administrative activities to facilitate
and expedite the work flow.
 Set up/assist document control filing system.
 Maintaining all files within the Filing Department.
 Opening new files in accordance with PQP for each new project
 Maintaining all tracking records and ensuring that they are initialled when a file
is taken from the filing room.
 Chasing up each individual for return of files..
 Maintaining all Tender Documents and ensuring originals are not take from
the filing room.
 Keeping all files in a tidy condition.
 Collecting faxes regularly, recording and sending for distribution to the
individuals concerned, photocopying fax if it is marked for someone’s urgent
attention and sending them accordingly with a copy to the Project
Manager/line manager.
 Implement and maintain a coordinated and consistent filing system; ensure
that all filing is up-to-date and in accordance with Quality procedures.
 Co-ordination between other Consultants & Contractors for facilitating
documents workflow and ensure documents status to be closed.
 Update drawings in accordance with Drawing Register.
 Follow-up with team members and others for “open” status items to be closed
down.
 Since QDC was ISO certified company, responsible for Maintain Project
Documentation as per ISO standards.
 Electronic-transmission of documents
 Data input to database related to document receiving & tracking document.
 Assist Site office administration
 Coordination with the respective Project Managers, Secretaries and other staff.
to ensure correctness of the records.
 Archiving contract/project documents.
 Maintain Archive section up to date.
 Successful closeout and handover of documentation as required by line
manager.
 Regular periodic backup (copy) of project documents.
 Other duties as requested from time to time.