Location: Dubai,
Dubai Date: 08-11-2016
Job Status: Full Time
Company: ARC International
Job Details
Using EDMS (Electronic Document Management Systems)Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals. Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution.Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI,RFM, Letters, staff daily report, Submittals and other forms of pertinent documents from the client and subcontractors (including internal documents). Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the work flow. Set up/assist document control filing system.Maintaining all files within the Filing Department . Opening new files in accordance with PQP for each new project. Maintaining all tracking records and ensuring that they are initialed when a file is taken from the filing room. Chasing up each individual for return of files. Maintaining all Tender Documents and ensuring originals are not take from the filing room. Keeping all files in a tidy condition. Collecting faxes regularly, recording and sending for distribution to the individuals concerned, photocopying fax if it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager/line manager. Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.Update drawings in accordance with Drawing Register.Follow-up with team members and others for “open” status items to be closed down. Maintain Project Documentation as per ISO standards.Electronic-transmission of documents. Data input to database related to document receiving & tracking document. Assist Site office administration. Coordination with the respective Project Managers, Secretaries and other staff to ensure correctness of the records.Archiving contract/project documents. Maintain Archive section up to date.Successful closeout and handover of documentation as required by line manager. Regular periodic backup (electronic copy) of project documents Other duties as requested from time to time.
Requirements
Degree qualified — Ba in Secretarial Course or equivalent. Over 4 years experience in similar position.Over 28 years of age. Work required willingness to work a flexible schedule. Ability to make commitments and take action to keep deadlines. Knowledge of Microsoft Office and telephone protocol. Duties require professional verbal and written communication skills and the ability to type. Ability to make commitments and take action to keep to deadlines.
