Senior Document Controller
Olsen & Partners Interiors LLC
Total years of experience :10 years, 10 Months
• Experience of working on multi projects, coordinating and providing support to Estimation, Procurement and Accounts department.
• Preparing and issuing LPOs/Sub-contract agreement to the suppliers and subcontractors after obtaining management’s approval and maintain proper record.
• Receiving invoices from suppliers ensuring required documents are attached as per company standards and distributing to the relevant QS for their action.
• Submitting invoices after commercial Director approval to accounts department and updating invoice tracker.
• Receiving and saving tender documents as per standard folder structure.
• Responsible for Tender submission ensuring deadlines are met, prequalification and required documents are attached. Experience in using online portals for registration and tender submissions and queries.
• Preparing and issuing RFIs to consultants or clients.
• Receiving, maintaining and registering using MS Excel all incoming and outgoing document Submittals (Such as drawings, materials, RFI, MIR, WIR, NCR and Technical Submittals).
• Creating folders for new projects and saving all documents as per the standard folder structure.
• File and scan all documents incoming and outgoing for record purpose, easy retrieval and available to Estimation, Procurement and Accounts department.
• Prepare and distribute various reports, letters, minutes of meeting and other documents as required by management.
• Follow up with internal and external parties on outstanding issues.
• Receiving, maintaining and registering using MS Excel all incoming and outgoing document Submittals (Such as drawings, materials, RFI, MIR, WIR, NCR and Technical Submittals).
• Ensuring document submittals are in compliance with regards to the format, content, referencing, and relevant supporting documents are attached in order to avoid rejection.
• Distribute all incoming documents to the relevant person for review and comments.
• Updating all project logs for all outgoing document submittals, marking status, comments and completion date.
• File and scan all documents incoming and outgoing for record purpose, easy retrieval and available to all project team.
• Prepare weekly reports for all document submittals indicating, completed and outstanding documents to be reviewed.
• Follow up and expedite priority or outstanding items with site team. Providing administrative and IT support to site team.
• Prepare and distribute various reports, letters, minutes of meeting and other documents to concerned parties.
• Coordinate with consultants, contractors and clients to send and receive various reports, drawings, submittals and other outstanding issues.
• Preparing material requisition and ordering stationery and other necessary items for the site team.
• Preparing submittals and making submissions on time to main contractor and client for their approval.
• Maintain Master Log in excel for all inward and outward document submittals (Drawings, materials, RFI, NCR, MIR, WIR etc.) from main contractor and client.
• Implementation and set up of the site document management system in line with project requirements.
• Handling petty cash and preparing expense report.
• Preparing and maintaining time sheets for site team and labor.
• Preparing invoices and sending to client as per agreed payment terms.
• Responsible for sending enquiries to vendors and subcontractors for obtaining quotations from them.
• Preparing LPO’s and sending to vendors for material procurement.
• Assistance of project team in preparation of Letters, Reports and other documents.
• Preparation of weekly document status report and follow-up with site team to close the pending Items.
• Coordination with main contractor and client regarding any outstanding items or issues related to documents.
• Maintaining hard and soft copy for record and save on company server for available to project team.
• Labeling and numbering box files and follows company’s quality procedure of retention or destruction.
• Providing administrative and IT support to site team, ordering office supplies or other necessary items.
• Logging of all incoming documents from subcontractors in excel.
• Preparation of document submittals (Drawings, Material, Inspection, MIR, RFI etc.) along with relevant documents and submit for consultant’s approval.
• Transmitting documents to internal and external parties for review and information.
• Transmitting the comments on documents back to originators.
• Liaise with contractors, consultants and client on document control matters.
• Preparing report, letters and performing other tasks assigned by site team.
• Maintaining documents both in hard and soft form.
• Controlling project documentation as per company's procedures.
Bachelors Of Commerce
Intermediate Of Commerce
