Experience as Document Controller, Admin Assistant

• Employer

• From

  24 January 2016

• To

  23 December 2019

• Detail

  ? Taking Lead to organize, plan and coordinate various administrative project operations, geared towards achieving internal operational excellence, in support of the Head-Administration & Contract & Sr. Facilities Manager.
  ? In accordance with established procedures, performs a variety of routine and non-routine administrative, clerical, data collection, and report writing tasks
  ? Handles a high volume of phone calls and interact with clients in a professional and effective manner.
  ? Working closely with the Head-administration and contracts and respective service line engineers to measure the KPI's.
  ? Collate and draft monthly reports for the client, reflecting progress in respect of some 140 Key Performance Indicators (KPIs), highlighting all performance parameters, including any performance failures.
  ? In co-ordination with Head-administration and contracts, administered the contracts of 23 Sub-Contractors engaged to provide specialist services in respect of the Project.
  ? Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly monitored
  ? Interact with client and supplier document management personnel to resolve document conflicts.
  ? Overhauled the entire document management system to improve working practices.
  ? Ensured that all archived documents were stored in compliance with the relevant regulations.
  ? Maintains confidentiality of information and performs other job related duties as required
  ? Supports a core employee population of 93 and oversees all Employee Relations matters.
  ? Assists the Sr. Facility Manager with updating job descriptions, liaising with HR to post positions, and coordinating formal and information orientation of employees
  ? Respond to complaints and requests for information and assistance, interpret and explain procedures and policies pertaining to internal inquiries of staff.
  ? Prepare meeting agenda and power point presentation for the meeting.
  ? Attend meeting in order to record meeting. Compile, transcribe and distribute minutes of meeting.
  ? Follow up with the participant to ensure that resolutions and recommendations made at meeting are implemented
  ? Coordinate with training manager/coordinator to ensure all resources are planned for all training course
  ? Ensure effective documentation for all job training activities within the department
  ? Research information and initiate assigned tasks accordingly
  ? Ensure the Org Chart is updated with all changes and maintained all time
  ? Managed team of 3 drivers for Staff and Engineers.
  ? Reviews time reports to verify accuracy of hours worked and time charges. Follows up to ensure timely processing of corrections
  ? Orders and maintains appropriate inventories of office supplies
  ? Develops and create an effective record keeping system in order to maintain proper tracking information of releasing and receiving documents including all written and electronic correspondence from different departments.
  ? Manage archival activities for control documents and files
  ? Familiar with ISO 9000:2015 documentation and quality management systems. In addition, perform document control & Quality management system Internal Audits.
  ? Effectively follows departmental SOP's. Provide support for the Quality system during audits.