2012-Current

Document Management Coordinator, Project Coordinator

 Performed Tasks including: 

Building the document control processes and tool sets for the Regional Office. 

Mentoring co-workers/team members on the document control processes.

Training subcontractors on systems used to transfer data (Unifier, 4Projects, Ecollaboration, Ebuilder)

Holding a refresher training course every month for any new procedures or processes that have changed for subcontractors. 

Attending subcontractor kickoff meetings which include a part of introducing our document management techniques and a brief introduction to our system, and explaining the subcontractor part in entering their documentation into the system.

Created comment response sheet (CRA) that was used as a tool for review tracking and submission requirement.

Working with external clients as well as internal clients and joint venture shareholders.

Receiving material into the system through direct contact with site construction managers. 

Participating in planning, and successful implementation of special requests made by Manager/Project Managers including special information needs such as the need to extract information from documents e.g. extracts list of project materials and provides to engineering. 

Developing and maintaining ongoing effective liaison with internal customers, including management regarding project requirements. 

Interpreting acts and regulations

Compiling statistical records of services provided including the amount of time required to process/produce documents. 

Proofreading and analyzing legal documents

Providing advice to management regarding document and records management and contractual details of record transfers

Creating quality forms and templates, and helping with quality documentation development, review and submissions.

Conducting research related to document management tools and softwares.

Taking part in the preparation of standard operating procedures. 

Maintaining Request For Information register, as well as RFI process. Also submitting the RFI’s to the appropriate party within the joint venture that is received from external parties.

Preparing and issuing status reports for both internal and external clients. 

Entering and maintaining accurate information in both project and client databases. 

Creating document control processes and ensuring that they are being followed. 

Arranging and attending meetings. 

Transcribing information from handwritten notes and meeting minutes to electronic transmission of legal texts.

Drafting, formatting and generating a variety of correspondence. 

Filing and/or scanning various project documents (paper and electronic files). 

Providing ongoing support of the Engineering Library (including initial set up and organization).

Providing administrative support and service to internal and external clients.

Recent and significant experience in the use of Microsoft Office applications, including Excel, Word and Outlook as well as data base systems.

2008-2012

 Executive Assistant/ Officer

 Performed tasks including: 

 Overseeing all aspects of the Visa and Immigration Service, all forms are up to date and all requirements are met.

Interviewing all clients and deal with all applications face to face and by post to ensure that the client is suitable.

Ensuring the completion of all relevant visa and immigration documents and ensuring that they are received within the time limit set by the government.

Ensuring that all of the information provided by the client is accurate and correct, preparing and checking all legal documents.

Preparing all fee quotes and any information required by clients, colleagues or authorities.

Maintaining strong working relationships with all clients and colleagues.

Helping the client to obtain Visas, permits and other documentation required.

Taking full responsibility of all Immigration issues and operations, remaining up to date with any changes to legislation.

Training some HR staff to enhance their understanding of immigration rules to help them to fulfil their roles to a high level.

Daily executive assistant tasks which may include: scheduling meetings, travel arrangements, preparing daily mail, writing correspondence, taking care of emails and responding to manager’s e-mails, etc.

Providing mail services for project team.

Organizing meetings, taking meeting minutes, travel arrangements, administrative services in pay systems, and providing administrative services in recruitment and staffing.

General administrative services in orders and purchasing.