Site Secretary / Document Controller

Flip retail; Dubai; On-site; AED 30,000 - 36,000; Full time

Job summary

Flip retail is seeking a Site Secretary / Document Controller in the United Arab Emirates. The role focuses on meticulous documentation, daily record preparation, and prompt handling of inbound/outbound correspondence with clients, consultants, vendors, and authorities.

You will organize meetings, prepare minutes for various sessions, manage petty cash reconciliations, coordinate transportation, and manage leave and personnel documentation within the ERP system.

Qualifications

• Minimum 5 years experience in site administration and document control.
• Experience with ERP/document management is a plus.
• Strong organizational and communication skills.

Responsibilities

• Prepare Daily Records for entry to the Customer/ Consultant; prepare and ensure prompt feedback of inbound and outbound letters, documents, consultants, vendors, clients and authorities.
• Organize meetings and prepare minutes for multiple meetings (Building Kick-off, Progression Satisfying, Workflow Managers Satisfying, etc).
• Manage website petty cash and reconcile cash on hand against invoices and other files.
• Coordinate with chauffeurs for transportation arrangements.
• Process leave requests and absences in the system for site personnel.
• Collect documents (passport, income certification, etc) in the system on behalf of site personnel.
• Update and respond to SR-handiwork issues in the system.
• Ensure information (like CIR, Workforce Transfer Letter) is communicated to the relevant worker.
• Maintain and track Authority Logs and prepare Authority charges and penalties in the system.
• Keep office stationery and approve GIV provided by owner; update outward registers based on letters and memoranda.
• Initiate entry of annual leave plan in ERP; circulate correspondences and submittals.

Job description

Site Secretary / Document Controller

• Prepare Daily Records for entry to the Customer/ ConsultantPrepare as well as make sure prompt feedback of inbound and outward bound Letter Document, Consultant, Vendors, Client/Consultant as well as Authorities.
• Organize meeting and prepare minutes for numerous meetings (Building Kick-off, Progression Satisfying, Workflow Managers Satisfying, etc).
• Manage website Petty Cash money and conduct routine reconciliation of Cash-on-Hand against invoices and also other files.
• Coordinate with chauffeurs for transportation setups.
• Apply Notification of Absence, Article Absence and also Leave Applications for site Personnel in the System.
• Ask For Documents (Passport, Income Certification, etc) in the System in behalf of website personnel.
• Increase as well as reply to SR - Handiwork problems in the System.
• Ensure that information (like CIR, Workforce Transfer Letter) are interacted to the worried worker
• Preserve and also keep track of the Authority Logs
• Prepare Authority Charge as well as Authority Penalty in the System.
• Keep Office Stationery things as well as approve GIV provided by Proprietor.
• Update the Outward Registers based upon the developed Letter Document, Memoranda, and so on.
• Launch Distributor and Subcontractor Examination in the System.
• Preserve and check the Task Mobilization List throughout Mobilization Phase.
• Preserve and keep track of the Task Closeout List during Handing-Over Stage.
• Attend to inbound and also outward bound calls.
• Update the Contact Listing consistently (Employee, Subcontractors, etc).
• Send weekly and Monthly Records to the Client/ Professional.
• Prepare, submit as well as upgrade Verification of Verbal Instruction.
• Upon invoice from Client/ Expert, distribute and update in the System.
• Prepare and send Request For Information.
• Upon invoice from Client/Consultant, circulate and upgrade in the System.
• Prepare Prequalification Submittal.
• Coordinate with Subcontractors for entry of document as well as illustrations submittals (Material, MIR, IR, MS, Prequalification, Shop Illustration).
• Handle website admin work in control with PM/ CM.
• Initiate entrance of Yearly leave strategy in ERP.
• Circulate correspondences and submittals.

Job Details

• Job Type: Permanent
• Wage: Up to AED5,000.00 per month
• Experience: 5 years (Preferred)
• Application Deadline: 01/08/2022
• Anticipated Beginning Date: 01/08/2022