Secretarial services, Document Management

-Document Control - all incoming and outgoing documents entered in Client EDMS-Documentum.- Updating DCR. - Sending Milestone Certificates and logging in register. - Sending Letters to Client and logging in register. - Internal engineering Documents are entered in Prodocs and issued for review. - Checking revisions, titles, signatures before issuing.

- Working on Canadian Projects - All Documents are entered in Document Control EDMS - Axiom Worx / ALIM & Bluebeam- Checking revisions, titles, signatures before issuing - Assisting Document Controllers in Canada to issue Documents as requested.

Document Controller for BP Gulf of Mexico, Houston, USA Project

Document Controlling, File Management, Site Administration activities, Interoffice coordination, Client Coordination

Senior Document Controller for MUP EPC-2 Project

-Maintain Document Control Registers.-Receiving, checking all document numbers & revision numbers of Engineering Documents as well as Vendor Documents.-Updating Data and uploading scanned documents & drawings to SmartPlant Foundation Documentation Software.-Ensure that the latest revision and approval status of drawings is kept updated continuously.-Distribution of documents and drawings as per distribution matrix.-Maintain documents for transmittal process for project documents.-Expedite / Maintain acknowledgements to transmittals-Manage the electronic and hard copy filing of project documents.-Sending of Drawing / Document Transmittals and also ensure that transmittals are acknowledged.-Assisting Document Control Manager as per requirement.-Submitting Document Submittal Reports to Project Manager on Weekly & Monthly basis

• Maintaining site administration files.• Preparing of and ensuring distribution of the Minutes of Meetings.• Maintaining Action Track Register• Arrange site visits, if any, for Senior Managers from Home Office.• Ensuring all office equipments and consumables are supplied and maintained and the office janitorial requirements are adhered to by the Contractor.• Use of Office Equipments such as photocopiers, fax machines, scanners, printers and telephone systems. Perform basic maintenance to keep equipment and in good working order (for example clean, change toner, supply paper)• Inter-office Coordination on behalf of the Construction Manager (CM).• Maintaining Attendance of the site personnel.• Maintaining Vacation Records of site personnel.• Coordinating with personal section for visa stamping & visa requirements. • Site Vehicle Transport Mgmt. duties like coordinating with Journey Manager for Vehicle Maintenance status & Travel Plan.• Preparing various reports for CM..• Manages Site Petty-cash.• Day to day typing/ filing of project documents/correspondences, as directed by the CM.• Performing duties of Document Controller, when he is on vacation.• Distributing copies of all Projects’ generated documents, as required.• Custodian for Site Accommodation & Office Keys.• Follow established procedures and guidelines to provide timely and effective secretarial support to a site office.• Provides a communication link to site based personnel.

• Preparing Import Pur. Orders (IPO) in Citrix (Oracle based Software Programme)• Co-ordination with Intl. Suppliers regarding Orders, Prof. Invoice, Shipping Documents etc. • Co-ordination with Local Freight Forwarders regarding Consignments.• Co-ordination with Local Customers regarding the delivery of materials.• Preparing IPO Status Reports.• Maintaining confidential documents of Division Head.• Drafting of Correspondences & taking dictations.• Controlling of Files & Records of the department.• Providing Administrative Support to the Sales Team like Monthly Sales Reports, Closing Job Files etc.• Inter-office co-ordinations.• Any other specific duties as and when assigned by the Divn. Head.• Sending Introductory letters to new customers

-Maintaining Confidential Documents of MD, -Taking Dictations from MD, -Keeping all Schedules of visits, calls to be made for the day for MD & COO, -Controller of files and records, -Assisting Project Managers for making the Proposals in response to tenders, -Handling PR work like coordinating Airport Pickups for Guests, -Receive/Review/Sort and Distribute mails, -Maintaining MDs Customer Database, -Maintaining MDs Expense Statement after travel, mobile and credit card payments, -Maintaining office stationary, -Handling Dispatch/Courier for all Dept's, -Travel with MD or other Senior Manager as per requirement, - If required, Assisting HR team in HR activities like making interview schedules, coordinating with candidates etc, - Any other duties as assigned by the management.

-Advising Customers on the use of Records Management System and Warehousing to meet their needs, as per company direction, - Screening Incoming calls for the MD, -Maintaining Appointments for MD, -Email Management, -Handling Petty-cash, -Maintaining Office Records, -Maintaining Office Equipments and their AMC, -Taking dictations from MD, -Responsible for maintenance of stocks for housekeeping consumables, toiletry consumables, medicines, stationary, pantry and fire extinguisher, - Checking Bills of purchases made for the office before submission to account dept, -Bank works, -Visiting Govt bodies like telephone office, electricity office, -Any other works as per management.

-Taking Credit Verification Reports from Field Executives and submitting the verified reports to Client, - Maintaining Hardcopy Records, - Maintaining office stationary, - Maintaining Attendance Register, - Coordinating with clients, -Preparing Salary Statements and Cheques, -Bank works, -Maintaining office equipments

-Handling Phone Calls, -Receiving Visitors, -Maintaining Incoming/Outgoing calls Register, -Keeping Messages for Staff, -Drafting of Various Letters, -Maintaining Files, - Supervising office boys & cleaners, -Maintaining all office stationary