Document Controller Cum Secretary

Job Description

Document Controller: A document controller’s job description includes but is not limited to the following. • Set up, copy, scan, and store documents • Create templates • Manage requests for documentation • File documents in physical and digital records and ensure appropriate storage • Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date • To liaise with and distribute project related information with all levels of the project team and potentially external parties. • Manage the processes around documentation within the organization • Maintain confidentiality around sensitive documentation • Prepare ad-hoc reports on projects when required • Day-to-day focused on the control and tracking of documents. • Frequently conduct document audits confirming they are current and accurately reflect recorded evidence. • Follow up and expedite priority items with relevant managers, engineers, consultants, and contractors • Coordinate with consultants and contractors to send and receive various reports, drawings, submittals, and other outstanding issues. • Ensure accurate and timely processing of data reports as required • Preparing Recommendation for Payments for Consultant, Contractors and Designers. • Maintain the Cost Management for the Project • Doing any other jobs related to document controlling required by the direct manager. Secretary: • Ensuring meetings are effectively organized, recorded and minuted. • Maintaining effective records and administration • Communication and correspondence • Prepare and manage correspondence, making reports and other important documents given by Department head. • Prepare LPO, coordinate with suppliers for delivery and prepare reports for finance for payment. • Receive and file contracts and correspondences for all properties and projects etc. • Attend meetings and prepare minutes for Development Manager approval. • Receive invoice, sign and forwarded to the finance • Open, read, route and distribute incoming mail and other material and prepare answer to routine letters. • Arrange and confirm appointments and informs all the parties involve earlier prior to the appointment period. • Set-up and maintain filing systems for easy retrieval • Assisting Development Manager in reviewing Contracts, Proposals and Quotation • Arranging and attending Meetings and preparing & recording Minutes of Meeting at site and the head office. • Drafting of Cost Comparison if required for the project. • Support the Development Manager in any other administrative and Clerical works Will be working remotely at Site & Head Office