Document Controller
PEARLSTONE MANAGEMENT
Total years of experience :23 years, 9 Months
Controlling and Managing company documentation with strict confidentiality.
Provide inter department secretarial and admin support to ensure the smooth running of operations and improve document control procedures.
Archiving / Scanning / Printing renaming, recording and filling incoming hard or electronic copies drawings (Internal / External)
Maintaining logs of lease document movements through departments.
Maintain the logs of all Management approved documents and archive them.
Ensuring all documentation meets formal requirements and required standards.
Verify and review documents before submitting to Accounts and Audit department.
Producing document progress reports for senior managers by preparing weekly report of total contract transactions and occupancy report.
Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and industry professionals
Prepare Quarterly report for Management which includes no of Signed tenancy Contracts, Approvals, total Legal Cases filed and Correspondence.
Prepare report of upcoming expiring leases on monthly basis to send lease renewal notice to tenants.
Conducting regular reviews and document audits.
Using computers to organize and distribute documents within a company
Check distribution for outgoing and incoming internal transmittals, Tracking System is accurately maintained;
Maintaining log Check-in and Checkout
Distributes incoming documents electronically for review and approval in accordance with Electric Document Management (EDM) and provides weekly reports, Monthly and Quarterly Report to the Management.
Knowledge of preparing tawtheeq contract in Dari, Smart Hub and TAMM for New Lease & Renewal.
Maintain schedules and calendars organize and coordinate meetings, conferences, travel arrangement
Maintaining and controlling office supplies.
Receive, distribute, send and track all correspondence received in the office.
Perform data-entry, recording, printing and filing duties
Liaising with staff in other departments and with external contacts;
Locate and attach appropriate files to incoming correspondence requiring replies.
Open, read, route, and distribute incoming mail and prepare answers to routine letters.
Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
Maintaining project supplier and subcontractor payments.
Assist to check and verify staff claims and invoices for project team
Prepare and raise purchases requisition for purchase of office equipments for new staff
Solve the problem of employees such as leaves, welfare activities, day to day problem, discipline etc.
Safety measures and overall security, General Discipline and other administrative
Preparation of staff allocation statement for salary allocation, Reconciliation statement for suppliers payment
Petty cash expenses handing for 6 projects
Preparation of cash purchase voucher and site expenses vouchers.
Preparation of cheque request for Supplier Payment CDC / Normal Payment
Supplier payment process required for commercial Invoice (LC) and invoice certified from concern site engineer & Project Manager.
Ensuring that all payments are made to suppliers within the stipulated time frame & managing accounts payable.
Monitoring online Payments for U/L for M/s. Ocean Ducts and updating the records.
Keeping the Track Record of supplier Reconciliation for 6 projects Accounts.
Coordinating with project team for Material issue, warranty Certificate, Test Commission & Payment issues
• Maintain Accounts Receivables & Payable ledgers, checking, verifying and posting supplier/ vendors invoices.
• Prepare statement of account, fully reconciled & supported with relevant and original approved documents.
• Prepare monthly / weekly and other periodical financial reports.
• Ensure appropriate approvals prior in all type of payments like imprest, advance, utilities, rent, fuel, suppliers & other cheques etc.,
• Payment follow-up and preparation of cheques
• Prepare payroll: checking time sheet and preparing individual and consolidated payroll sheet based on monthly attendance report.
• Review payroll transaction for accuracy and disbursement of wages for more than 55 workers.
• Verification of overseas travel expenses of operative staff and workers.
• Review and confirm payroll related calculations including deduction, staff benefits etc.,
• Prepare debtors listings & constantly follow up for payments.
• Check customers credit ratings & advice the management accordingly.
• Bank reconciliation and reconciliation of debtors and creditors.
• Coordinate with bank authorities, auditors and ensure proper compliance with all statutory regulations & company policies & procedures.
• Preparation of Cheques PDC / CDC ( Suppliers )
Having a wide experience in Finance Audits with prominent Audit Firms in India.
Have done Internal Finance audits for major companies in India which included Banks, Cooperatives, Private Limited and Public Limited companies.
4 years of experience in handling accounting responsibilities in India
Well versed in MS Office Applications, Tally
Energetic and capable of working independently and a good deal of autonomy.
Have excellent time management skills & can meet the deadlines without compromising on quality.
Excellent communication & interpersonal skills.
Successful in facing new technical challenges and finding solutions to met the needs of the organization&clients.