Job Description
To check and record all incoming and outgoing drawings and documents on a log and update status of all revised and resubmitted documents and drawings. To maintain an adequate and efficient filing system of all letter correspondence, drawings, and documents per company project filing system.
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Description
Document Management
Maintain receipt of documentation from clients / contractors / Government agencies and timely dispatch of document from the department.
Circulate internal / intra-departmental circulation of documents in a timely manner.
Provide documentation numbering and timely dispatch of invoices and reports to client.
Act as custodian of all the project documents, numbering and filing of the document for timely retrieve of the document.
Help setting up archiving and document control system.
Receive all documents from site Sr. Plant Engineer through site transmittal and submitting to Finance department such as delivery notes, petty cash receipts, maintaining records for payment disperse to supplier.
Coordinate with HR and site O&M staff for submitting all HR-related documents, including annual leave planner, employee yearly assessment form, submission of KPI and goals.
Coordinate with Sales & Business Development, Customer Service to prepare their final tender documents preparation and compilation for tender bid submission.
Coordinate with Contracts & Procurement Department and Finance Department for PR submission and getting finance approval.
Prepare the letter as per the draft prepared by O&M Manager/COO and timely dispatch of the letter.
Prepare, send, receive, distribute, and file mail, e-mail, faxes and other correspondence both internal and external according to company policy.
Coordinate with site team for ISO audit documentation preparation and timely submission. Provide support to management and Follow up document action lists and scheduling the meeting as per COO/O&M Manager instruction.
QUALIFICATIONS, EXPERIENCE & SKILLS
Minimum Qualifications:
High school diploma
Minimum Experience:
2 years of relevant experience in a similar role and industry
Job-Specific Skills (Generic / Technical):
Extensive knowledge and experience in document control from the project initiation to closing phase
Strong communication (verbal and written) and inter-personal skills
Excellent work organization, planning, time management, and organizational skills
Strong knowledge of office practices and procedures
Ability to multi-task, organize, and prioritize
Ability to follow workflows and standards
Proficiency in using archiving software
Familiarity with Aconex mail correspondence
Computer literacy
Management Solutions International (MSI), established in 1987, is one of the leading Human Resources and Management Consultancies, with over 30 years of Multi-industry experience. Headquartered in Virginia, USA, MSI currently has 6 Branches, working with prominent Government / Semi-Government, Multi-National Companies as well as SMEs. MSI, traditionally an Executive Recruitment Firm is a part of CFR Global Executive Search which is a growing alliance of independent Executive Search Companies having 59 Offices in 30 Countries. This gives MSI an edge with a Global database and allows them to effectively conduct Recruitment searches worldwide. Management Solutions International Overview In the latest acquisition, MSI acquired Petrolinx in 2013. Petrolinx is an Oil & Gas specialized entity with an ever increasing database of talent from various sectors, including Exploration & Drilling, Refining, Production, Petrochemical, Distribution. Petrolinx caters to the Government Clients as well and PMC and EPC Companies. Our strength lies in our Consultants’ industry specialisation who provide recruitment consultancy services to the clients in their respective sector. This focus allows our consultants to provide a better understanding of the supply of talent available for the specific role being recruited for. Also, because our consultants have prior industry knowledge they understand our clients’ businesses and can often offer unique perspectives that help clarify their needs and ensure better quality hiring decisions.