Last Updated: 15th October 2017 (over 5 years ago)

Riyadh, Saudi Arabia, Saudi Arabia


Phone Number


Age Range
35 to 44

Qualification Level

English, Urdu


Secretary cum Document Controller with12+ years of experience with a proven ability to establish and maintain an effective filing and archiving system for paper documents and electronic documents and files in accordance with company and archiving procedures.


Darjeeling Government College
Bachelor of Science

   Jul 1995
— Dec 1997

Bachelor of Science


M/s Saudi Arabian Railway (SAR)
Admin Assistant

   Sep 2016
— Current

• Handled the tasks of providing executive -level administrative support to the concerned executive managers
• Prepared management reports and maintained proper records of files
• Responsible for maintaining good rapport with the officers and staff
• Responsible for arranging training sessions for the employees
• Keeping track of permanent and travel whereabouts of staff in the department.
• Scheduling variety of styles of meetings for attendees working in multiple time zones, including booking facilities when necessary, preparing content and coordinating outcomes.
• Managing large e-mail volume, reports, post, phone calls and messaging, distribution list via the various SAR IT methods, and solid understanding of these facilities to guide and troubleshoot for Managers.
• Collating, monitoring/action-tracking, coordinating or routing/delegating the above items and business tasks/actions to respective parties.
• Co-coordinating end-to-end travel arrangements for senior staff as required. This may include: visa/passport managing, flight bookings, transfer bookings, hotel reservations, office arrangements, arranging face to face session itineraries liaising with local staff, relevant and accurate printouts, car rental service, etc.
• Relevant building access of external visitors and visiting staff, at times preparing the agenda; greeting and escorting the visitor(s) as needed, ensuring SAR policy is adhered to.
• Managing Department Card Setting up Purchase Orders, paying invoices through ERP, Filing Invoices and fulfilling other Contracting & Procurement requirements
• Interpret administrative and operating policies and procedures for employees.

M/s Saudi oger ltd.
Secretary cum Document Controller

   Feb 2010
— Aug 2016

• Support the procurement team across a range of categories at an administrative level.
• To provide assistance to all construction project management & staff for projects material sourcing.
• Operating ORACLE DATABASE for company bidder’s information, preparing potential Bidder’s list, and issuing official Work Order.
• To communicate with other departments, vendors, management, project sites, subcontractors, suppliers, transportations facilities & factories to ensure that project deadline is respected & goals are met.
• Indexing, Documentation of all project activities, Technical/Financial Submissions, Generating Reports, Tender Announcements, Tender Invitations, Comparison Matrix, Financial Breakup, Budget Matrix, Delivery schedules and Project Progress Reports.
• Having experience with sourcing suppliers/subcontractors for purchase of goods, manpower, installation, testing, commissioning & maintenance.
• Preparing outgoing transmittal.
• Communicating effectively with engineering staff on the status of drawings, documents.
• I am responsible for the effective and efficient document control of all engineering documents, in accordance with the established procedures.
• Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
• Maintain registers of all receipts and issues or submissions of documents and correspondence
• Hands on experience in identifying, sorting of Engineering Documents and drawings (Electrical & Instrumentation drawings, shop drawings, details, loop drawings, data sheets, standards, isometrics, manuals etc.)
• Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
• Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.
• Reporting on the performance of the document control system for review and as a basis for improvement of the documents control system.
• Work closely and liaise with contractors’ document control group in all matters relating to document control.
• Maintain document logs for correspondence, material approval submittals, shop drawing, RFI (incoming & outgoing).
• Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.
• Data entry into the EDM System
• Manages the electronic and hard copy filing of project related technical documentation.
• Scans, creates CD’s and files manipulation.
• Generating and maintaining the Vendor Document Control register for each requisition, showing the status of vendor documentation for each project.
• Registration and routing of vendor documents / drawings to the concerned disciplines.
• Internal and external distribution of final commented copies of vendor documents / drawings.
• Issuing transmittals, following the client’s Internal Distribution Matrix for the deliverables for preparing, updating and maintaining transmittal log.
• Responsible for organizing and conducting Archiving & disposal of Project Files as per contractual requirements & in-house procedures at the end of the Project.
• Filing and storing originals and master copies of all drawings, specifications, standard and related documentation.
• Provide document and record control training to internal staff.
• Formatting of documents if required, before submitting to client for approval.
• Coordinating with project team members in office as well as on site, and resolving any queries pertaining to documentation in the project.
• Preparing man power Daily Report including Subcontractor. Site staff office staff in Primavera contact manager.

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