• All the DC plant, WMS, CS related drafted documents will be complied and prepared by DOC as final documents.
• All O&M related transmittal and submittal records shall be maintained by DOC
• Responsible to deliver timely O&M invoices to our clients.
• Responsible to compile all the O&M proposals, WMS proposals and CS proposals and timely submission of the proposals
• All the DC plant related reporting to be compiled and to keep as our plant records
• Responsible to Receive/Send all communications From/To LREDC about the construction packages taking over documents in coordination with O&M Manger-DC
• All the O&M related purchase requisition routed through this DOC for proper records
• Responsible to receive submittal document from Engineering for O&M Manager-DC review and compiling all the comments to send it back to Engineering for EPC submission
• Responsible to ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.
• Organize and archive DC O&M, WMS and CS related documents
• Responsible to receive and submit all O&M staff leave letter and joining letter to HR
• Responsible to train our Engineer and supervisor to prepare the document
• Check all incoming drawings and documents i.e document number, discipline, revision etc. before receiving and preparing for internal distribution;
• Record all incoming drawings and documents on a log and update status of all revise and resubmitted document and drawings;
• Distribute received documents and drawings per company distribution matrix and keep track of their progress;
• Generate report on regular basis of all processed and distributed drawings and documents and those scheduled for issuance and send it to all department managers or action persons for comments and updating purposes;
• Prepare outgoing transmittals for all reviewed /approved document and drawing submittals and send them to concerned or originating companies and update log;
• Assist in the preparation of all outgoing drawings and documents for submission to client, Consultant etc.
• Maintain an adequate and efficient filing system of all drawings and documents per company project filing system
• Perform other duties that may be assigned by the Line Manager or O&M Director.
• Should understand and follow related procedures of ISO and EHS as implemented from time to time.
• Awareness of Functional Objective, QHSE Policy, benefits of following the established Management system as well and implication if not complying with the requirements.
• Awareness of the Significant Environmental Aspects and work related Occupational Hazards;
• Engaging and supporting persons to contribute to the effectiveness and improvement of the Management systems.
• Receipt and register of Documents including mails
• Correspondences, Plans and specifications,
• Maintain Archive of all documents
• Retrieve documents from archive as requested
• Update and prepare reports
• Copy and distribute using transmittals the documents both in Hard and soft copies
• Help to set up archiving and document control system. This could be the use of document control software,
• Provide support to management.
• Follow up document action lists and snags.
• Reports to Line manager. Perform typing and transcription duties.
• Maintain and organize filing system
• Support in preparations of presentations and correspondence
• Develop and update document registers for efficient information flow
• Prepare, send, receive, distribute and file mail, e-mail, faxes and other correspondence both internal and external according to company policy.
• Prepare submittals, proposals and documentation for client & consultant review.
• Perform variety of clerical duties
• Any Other duties may be assigned
• Proficiency in word processing, spread sheets and preferably document control software. Computer literacy: Microsoft Office, Data base, Internet and
• Email, Adobe Acrobat with the ability to learn new software applications,
• Demonstrate good communication skills,
• Demonstrate good manner
• Able to perform work as a member of a team.
• Able to follow through to completion of all assigned tasks.
• Dresses and maintains self in a professional manner
• Administrative ability
• Advanced English spoken and written communication skills
• Attentiveness to detail
• Ability to use independent judgement in completing activities under general supervision
• Ability to operate effectively in a complex , diverse organization within a matrix environment