• Result-oriented Professional with nearly 8 years of experience in Qatar as Document Controller, General Administration.
• Proficient in handling day-to-day activities in coordination with internal/ external departments for smooth business operations
• Skilled in monitoring inventory of assets and supplies, sourcing for suppliers (vendors) and submitting invoices
• Expertise in resolving administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions
• Proficient in creating and revising systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements while implementing changes
• Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Completing operational requirements by scheduling and assigning administrative projects; expediting work results
• An enterprising leader with skills in leading personnel towards accomplishment of common goals
WORK EXPERIENCE
Since 09 Feb’18 to 02 April 2019 with Darwish Trading Company, Doha, Qatar
Administrative Assistant / Secretary
Responsibilities:
• Preparing Requisition in Orion software and processing for management approval.
• Preparing Quotation and forwarding to the Client and follow-up for LPO.
• Preparing and applying for ICT manual approval and MOI online approval. Following up closely for getting approved from the Custom Clearance and Informing Logistic Team for Transportation.
• Following up with the shipment scheduling and arranging for delivery.
• Preparing Invoices and following for payment from Client, Receiving cheques and forwarding to accounts dept. with balance payment details along with supporting documents.
• Scheduling meetings, receiving phone calls and helping customer for sorting out there issues with Technical team.
• arranging staff leave as per schedule and keeping proper record.
• Preparing outgoing/incoming Transmittals and maintaining logs in system.
• Assisted in receiving, circulating and recording all incoming and outgoing faxes, emails and hand deliveries
• Ensured effective preparation of transmittals correspondences, reports, and other documents as requested
• Managed internal and external correspondences
• Involved in setting up and maintaining manual and electronic filing systems
• Reviewed and summarized miscellaneous reports and documents wherein prepare background documents and outgoing mail as necessary
• Collaborated with the partners to coordinate and launch hard copy or email campaigns to consultants, clients and potential clients
• Sequential numbering system in each and every outgoing correspondence
• Quality formats being used adequately for correspondences, submittals, transmittals to clients, consultants, subcontractors and within divisions and departments
• All correspondences regarding financial matters is forwarded to the PM
• All correspondences reach proper department
• Bring up quality forms, checklists as and when needed in coordination with QA/QC Engineer for technical aspects
IDDLE LEVEL PROFESSIONAL - DOCUMENT CONTROLLER
KEO INTERNATIONAL
Since Mar’15 to Oct’ 17 with KEO International Consultant, Doha, Qatar
Document Controller,
Expansion of Aspire Zone Project, Construction of (KIDZANIA) Edutainment Complex, Doha Qatar & Modification and Additional works of Schools and Kindergartens Projects.
• Responsible for the distribution, tracking and Archiving of Design Drawings, Shop Drawings, As Built Drawings, Technical Submittals etc.
• Responsible for receiving, circulating and recording all incoming and outgoing correspondence emails and hand deliveries including financial documents and progress reports.
• Ensuring sequential numbering system in each and every outgoing correspondence in accordance with established procedure and maintaining the tracking logs.
• Responsible for review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary. Work closely with the project stakeholders to coordinate and launch hard copy or email of all related submittals.
• Responsible for receiving, circulating and recording all incoming and outgoing faxes, emails and hand deliveries.
• Ensuring quality formats being used adequately for correspondences, submittals, transmittals to clients within divisions and departments.
• Ensuring all correspondences regarding financial matters is forwarded to the PM. Ensuring all correspondences regarding contractual matters is forwarded to the CM. Ensure all correspondences reach proper department. Bring up quality forms, checklists as and when needed in coordination with QA/QC Engineer for technical aspects.
• Maintain documentation for projects under taken by Contracting Division making in use the project numbering system for easy traceability and proper filing (soft and hard copy). Coordinate with QA/QC Engineer for maintaining quality documentation so called, Document Register, Material Register & Drawing Register.
Since May’12 to Feb’ 15 with Consolidated Gulf Company, Doha, Qatar
Document Controller
- EPIC FOR INSTRUMENTATION PCRs WITHIN DUKHAN FIELDS (PCR 09/01/PNTU; REPLACE 62-SDV-120 AT STATION-U & PROVIDE NEW SDV TAG NO 33-SDV-025 & 33-SDV-026 AT UBMS-A) (Qatar Petroleum Project)
Responsibilities:
• Managing all aspects of administrative management, directory maintenance, equipment inventory and storage
• Responsible for the distribution, tracking and Archiving of Contract Drawings, Shop Drawings, As Built Drawings, Technical Submittals etc.
• Uploading Documents in Aconex and Project Management site in Wasla on daily Basis. Responsible for receiving, circulating and recording all incoming and outgoing correspondence emails and hand deliveries including financial documents and progress reports. Ensuring sequential numbering system in each and every outgoing correspondence in accordance with established procedure and maintaining the tracking logs.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary. Work closely with the project stakeholders to coordinate and launch hard copy or email of all related submittals.
• Collaborating between departments and operating units in resolving day-to-day administrative and operational problems
• Scheduling and coordinating meetings, interviews, events and other similar activities
• Sending out and receiving mail and packages
• Ensuring effective preparation of business correspondence, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)
• Sorting and distributing incoming mail to areas and staff within the organization and dispatch outgoing mail
• Writing business letters, reports or office memoranda using word processing programmes
• Answering telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries
• Operating a range of office machines such as photocopiers, computers and faxes
• Monitoring development of administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensuring operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintaining supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Sep’10 to Feb’13 with QBS International W.L.L., Doha, Qatar
Document Controller-
Responsibilities:
• Responsible for the distribution, tracking and Archiving of Design Drawings, Shop Drawings, As Built Drawings, Technical Submittals etc.
• Responsible for receiving, circulating and recording all incoming and outgoing correspondence emails and hand deliveries including financial documents and progress reports.
• Ensuring sequential numbering system in each and every outgoing correspondence in accordance with established procedure and maintaining the tracking logs.
• Responsible for review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary. Work closely with the project stakeholders to coordinate and launch hard copy or email of all related submittals.
• Responsible for receiving, circulating and recording all incoming and outgoing faxes, emails and hand deliveries.
ACADEMIC DETAILS
2007 B.Com in Accounting & Finance from Mumbai University
2004 Two Years Computer Diploma, From Globe-net Institute, Mumbai
(Key Electives: MS Office full package, Web Designing, Software Knowledge and other computer applications)
IT SKILLS
• MS Office Full Package and Internet Applications
• Orion, Aconex, PM Wasla
PERSONAL DETAILS
Date of Birth: 14thNovember, 1986
Languages Known: Arabic, English, Urdu and Hindi
Marital Status : Married
Passport No. : N0758718
Having Valid Qatar Driving License Valid