Administrative Assistant + Doucment Controller
Amwaj Technical
Total years of experience :13 years, 5 Months
Maintain filing systems, schedules, and records; file correspondence, reports, bulletins; log reports, and correspondence.
Monitor and ensure compliance with relevant regulatory, safety, and quality standards in information control processes.
Ensuring that the one copy of Contract Document, Agreements and BOQ are stored on Manager’s file and on the document control filling room.
Ensuring that the superseded documents are removed from all points of issue.
Check document submittals for compliance with regard to the format, content, referencing, etc. and advise originators QA/QC Manager of discrepancies or error in a timely manner.
Co-ordination with other departments like Planning, Procurement and Survey for implementation and execution of ISO
Develop simple, clear, consistent file structures and implement controls to ensure that communication and work flow protocols are easily to follow..
Check document submittals for compliance with regard to the format, content, referencing, etc. and advise originators QA/QC Manager of discrepancies or error in a timely manner.
Co-ordination with other departments like Planning, Procurement and Survey for implementation and execution of ISO 9001 standards.
Providing support to the management.
Duties & Responsibilities:
Typing/drafting letter, Internal memo, site memo, circular, MOM etc.
Ensuring that all incoming and outgoing documents are addressed to right person with the correct ref. no., date, discipline, revision no. etc., and client requirement are followed.
Check all incoming document and drawings are signed, received, stamped, scanned, distributed to the right person, store and backed up on computer in correct folder and hard copy on designated file.
Preparing register and update on a daily basis for all incoming and outgoing correspondences, such as letter, drawings, RFIs, Pre-qualification, Method Statement, Material Submittal etc. and compiling the monthly progress report.
Maintain efficient filing system of all aspect of project documents (hard & soft copy), such as design drawing, shop drawings, As-built drawings, material submittal, method statement, IR, variations, valuations, HSE plan, Quality Plan, Permits, Minutes of Meeting, Subcontractor Agreements, Bond & Insurances etc. as per company project filing system.
Ensuring that all RO & Permits, Bond & Insurance, Bank Guarantee of the company are up to date. Reporting to the General Manager if documents are expiring.
Ensuring that the one copy of Contract Document, Agreements and BoQ are stored on General Manager’s file and on the document control filling room.
Ensuring that the superseded controlled copies of QA documents and project documents are removed from all points of issue.
Assist in the preparation of all outgoing drawings and documents for submission to client, Consultant etc.
Monitor daily status of specific QC records.
Check document submittals for compliance with regard to the format, content, referencing, etc. and advise originators QA/QC Manager of discrepancies or error in a timely manner
Co-ordination with other departments like Planning, Procurement and Survey for implementation and execution of ISO 9001 standards.
Providing support to the management.
Duties & Responsibilities:
Prepare outgoing transmittals for the drawings, method statements, IRs, material submittal, monthly progress report etc. for the client and consultant submission.
Compiling monthly progress reports.
Responsible to ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.
Check all incoming drawings and documents i.e. document number, discipline, revision etc. before receiving and preparing for an internal distribution;
Record all incoming documents such as design drawings, shop drawings, As-built drawings, method statement, material submittals, prequalification etc. on a log and update status of all revise and resubmitted document and drawings;
Distribute received documents and drawings per company distribution matrix and keep track of their progress;
Generate report on regular basis of all processed and distributed drawings and documents and those scheduled for issuance and send it to relevant engineers for comments and updating purposes;
Assist in the preparation of all outgoing drawings and documents for submission to client, Consultant etc.
Maintain efficient filing system of all aspect of project documents (hard & soft copy), such as design drawing, shop drawings, As-built drawings, material submittal, method statement, IR, variations, valuations, safety plant, Quality Plan, Permits, Minutes of Meeting, subcontractor agreements, Bond & Insurances etc. as per company project filing system.
Ensuring that the one copy of Contract Document, Agreements and BoQ are stored on Project Manager’s file and on the document control filling room.
Help to set up archiving and document control system. This could be the use of document control software,
Retrieve documents from archive as requested
Update and prepare reports.
Preparing payment certificates.
Copy and distribute using transmittals the documents both in Hard and soft copies.
Provide support to management and the project team.
Follow up document action lists and snags.
Reports to Line manager. Perform typing and transcription duties.
Support in preparations of presentations and correspondence
Prepare, send, receive, distribute and file mail, e-mail, faxes and other correspondence both internal and external according to company policy.
Keeping individual records of the testing and commissioning plan, O&M Manual, client approved documents as part of handing over documents requires for the handing over of project at the final stages.
Creating necessary templates for the future use.
Review work done by store keeper, time keeper etc. to check for correct spelling and grammar and ensure that the company format policies are followed and implemented accurately.
Bachelor of Commerce
