I have earned 9 years diverse experience in consultancy, construction and aviation industry.
I worked as Document Controller cum Project Site Secretary on a high profile aeronautical construction projects with proven ability in document control, administrative and secretarial work, excellent communication skills and service presentation. My skills & expertise lies in managing proper document storage & accessibility, work independently with less supervision while maintaining strong work ethics, time management skills and personal efficiency to every task I am involved in.
I am passionate about getting involved from inception stage right through to project completion and has demonstrated evidence in successful delivery. I am dedicated to continuous improvements to the best practices that would support the organization. I have worked in challenging project site as well as regular office environment.
|Last Resume Update||September 17, 2019|
|Address||Abu Dhabi, United Arab Emirates|
Document Controller cum Project Secretary
*Plan, supervise and record document flow to and from all necessary parties, including internal and external suppliers and the project file
*Maintain the general filing system and file all correspondence in a systematic manner keeping all assigned files up-to-date.
*Follow-up drawings related revisions clarifications or requests with the engineers
*Remove obsolete documents from distribution and use.
*Verify & validate the revision of the design prior to issuance to the end user.
*Source out potential suppliers for services required on site
*Create EAR (Expense Approval Request) after reviewing the information available
*Drafting letters and other documents such as power point presentations
*Provide word processing and secretarial support
*Prepare, take and circulate minutes of meetings of the Project Manager
*Logging, scanning and sending all documents & drawings assuring it reaches to the concern
*Maintain an adequate inventory of office supplies.
*Maintain a master document registration, record document flow and status in database in order to provide management & control of invoices and other correspondence in accordance to Document Management Standard
*Oversee detailed record for each contract/agreement in database which include supplementary documents, revisions and terminations.
*Sort out & distribute incoming invoices & other correspondence among FD’s staff for their necessary action
*Receive documents from Chief Accountant, process in accordance with document types and ensuring it reaches to the concern staff
*Forward invoices & office note to the Chief Accountant /Finance Director for verification and approval
*Implement a master list of archived documents with markings of their storage location
*Periodically checking chosen documents for archiving/storing
*Annual sorting out of documents for destruction in accordance with Standard Document Management Procedure
*Implement and maintain document control processes and procedures
*Manage all flows of documents either in electronic form or on paper support
*Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving)
*Maintain and manage electronic and hard copy documents as required
Process incoming documentation (internal distribution and archiving) & outgoing documentation (transmit to Client and Suppliers/3rd parties)
*Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers)
*Ensure all drawings/documentation are correctly identified, distributed and filed/stored
*General document control activities such as photocopying, scanning, analysis of supplier’s documents compliance with Project standards regarding numbering and all others aspect related to document quality
*Assist in the preparation collation and issue of reports and registers as may be required
*Monitoring of documentation progress in cooperation with the project planner
*Ensuring the use of standardized forms and templates
*Establish and maintain the Master Document Register in cooperation with the Project team
*Maintain a master document register of the latest drawings on a project by updating as soon as new revisions are received.
*Keep tract/ monitor the flow of correspondence from the Document Control software (Project Centre) to aide in enforcing a “need-to-know” policy.
*Registering of internal and external documents
*Ensure that document transmittals are acknowledged in case there is dispute on whether the documents were transmitted
*Sort & distribute controlled documentation making sure it reaches to respective concern
*Establish filing system that is accessible, organized and secured
*Prepare different kind of correspondence and email internal and external
*Scan documents for electronic retention
*Retrieve documents when needed by personnel
*Prepares monthly invoice in accordance to payment schedule
*Ensures safe operation of office equipment with efficiency.