Document Controller /Team Leader
Al Bidda Warehousing
Total des années d'expérience :11 years, 5 Mois
Ensure the team members understand their duties and complete the document
processing on time
* Pass on information from the Client / Top Management to the team members and vice
versa.
* Receive complaints and resolve the problems.
* Ensure all team members are punctual / present for work, and in case of any
emergency/absence arrange alternative ways for smooth work flow
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* Supervise transport drivers and set schedules for the submission of internal and
external document
* Ensure all transport deliveries and pick-ups & deliveries are completed in a timely
manner
* Coordinate Hiring and training new employees.
* Ensure adherence of company policies and procedures and undertake disciplinary
actions if the need arises.
* Maintain timekeeping and personnel records.
* Implements company objectives, policies and procedure by supervising staff by
organizing and monitoring work processes.
* Ensure that proper details /file codes are indicated on each document.
* File documents in physical and digital records (EDMS)
* Maintain confidentiality around sensitive information and terms of agreement.
* Retrieve files as requested by employees and clients.
* Ensure the distribution of documents to proper personnel as Soft & Hard copy.
Msheireb Downtown Doha Project (Phase 4)
* Barwa Al Baraha Warehouses & Workshops
* Post-Contract Department - Main Office
* 9 New Schools Project - Stage 9B
* Four New Health Centers Project
* MIC Business Recreation Center - Mesaieed (As Replacement)
RESPONSIBILITIES (Project Site Offices)
* Maintain orderly filing system and systematic retrieval of information.
* Responsible in handling project documentation, typing correspondences and perform
any other tasks assigned by the immediate superior.
* Receive and date / distribution stamp for all incoming correspondence and transmittals
such as Shop Drawings, Material submittals, Inspection Requests etc.
* Ensure that proper file codes are indicated on each document and original documents
are retained.
* Route and distribute correspondence, reports and other information to the designated
individuals or other concerned department.
* Maintaining an accurate project filing system and uploading all incoming and outgoing
correspondence on the system as per the QMS.
* Preparation of transmittals and receipt acknowledgments for documentation and
distribution of same, for drawings and documents being processed.
* Generate status reports as directed by the project manager on overdue submittals,
overdue engineer’s tasks and overdue documentation deliverables by planned date.
* Prepare correspondence, all typing jobs such as letters, memos, circulars, etc.
* Reproduce copies of documents as required.
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RESPONSIBILITIES (Main Office)
* Providing secretarial and administrative assistance to Executive Head of Post-Contract
Department in facilitating clerical matters within his jurisdiction.
* Assist with the preparation of various reports to the Clients and to the Top
Management.
* Prepare and distribute correspondences like Letters, Internal Memos etc.
* File letters, faxes, business brochures, purchasing requests, training courses,
invitations and other correspondences.
* Assist and support the department staff for their queries and requests like leave
submission, personal requests, to deal with other department matters etc.
* Facilitates the distribution of incoming and outgoing correspondences to the concerned
individuals/departments.
* Schedule and coordinate meeting with the Department Manager.
* Operates telephone, gets and convey message to concerned persons.
* Attend Client/Contractor representatives with regard to their appointment/meeting with
the Dept. Manager.
* Coordinate and submit the staff payroll to the account department.
* Check fingerprint data (lateness/ Early out & total missing hours) monthly for the post-
contract dept. staff.
* Prepare schedule and coordinate Post-contract Dept. staff training programme.
* Prepare and monitor Post-Contract Dept. staff annual leave plan & leave applications.
* Prepare and coordinate staff Midyear and Annual Staff Evaluations process.
* Create & update department staff database periodically.
* Perform other office duties as required.
Sending & Receiving all project related e-mails.
* Prepare correspondence and reports
* Responsible for controlling all documentation related activities.
* Support and coordinates with discipline with administration and control.
* Data Entry of in carry/dispatch/Updating Contracts/ Bill details
* Control and maintain project Record of incoming project documents.
* Perform other office duties as required
Attend to customers and visitors requirements.
* Responsible for the establishment of document control procedure.
* Liaison with the project team for preparation of all technical submissions to ensure all
submissions are submitted in timely manner.
* Keep track of all documents correspondences and transaction and maintain and update all
document registers.
* Control of issue and receipt of all documents and drawings.
* Monitor and update any change and modification to the technical documents.
* Maintain register for all incoming and outgoing documents.
* Assist in preparing, maintaining, inter-departmental procedures, standard documents and
project specific codes etc.
* Ensure all files are correctly and completely accountable.
* Periodically audit all files for inclusions and missing documents.
* Maintains both manual and electronic filing system.
* In-charge of Accounts, salary payments, purchasing, and perform other related secretarial
job.
BA English Language & Literature