Resume

Sign in

Office Administrator

Location:
Doha, Qatar
Posted:
October 09, 2018

Contact this candidate

Resume:

BILAL KHAN

Page * of *

Personal Details

Date of Birth: 22nd November 1976

Contact Details: mobile: +974-********, email: ac7bp9@r.postjobfree.com Introduction

I am a Project and Document Management professional with a MBA in Human Resources and overall more than 15 years of experience in the field with proven ability to plan, organize and prioritize own tasks, work on own initiative and meet the deadline before time, having multi-tasking skills with ability to perform under pressure with time-management skills, tact, discretion and respect for confidentiality, commitment to quality work and strong attention in every details. I would like to take this opportunity to submit my candidature for Office Administrator in your esteem organization if given a chance for your kind review and consideration. My career details are outlined in the CV, highlighting my abilities and skills developed by a strong work ethic. I request you to provide me with an opportunity to utilize my skills and experience, to add value to your esteemed organization which will also lead to additional career growth opportunities for me within the organization in a mutually beneficial manner. My prime roles and responsibilities till date is furnished below:

Project Secretary: Perform advanced, diversified and confidential administrative and secretarial duties, word processing activities; prepare and maintain logs and spread sheets, process incoming and outgoing mail. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office. In consultation with the team generate business documentation, including presentation preparation and distribution.

Sr. Document Controller: Training (Local): Conduct induction and procedural training and orientation of new member of the AEB group (Sites) in relation to their respective roles and responsibilities as a Document Controller. Archival of Project documentation: Ensure hard and softcopy synchronization and all past Project documentation is traceable and retrievable at any point of time. Track the dispatch of the outgoing and incoming correspondence, maintain departmental records and archives and information management as deemed necessary to maintain the support services required for the effective operations of the department in accordance with defined procedures and quality standards. Objective

To pursue a challenging career with the progressive employment and expand my extensive skills and knowledge. I thrive to be creative and proactive in meeting everyday challenges with the sole intention to create opportunity for the organization as well as advancement of my personal career. I am confident of being an asset to the firm I work for. I am Self Motivated, Strategic Thinker, Good in communication, Team worker, Enthusiastic, Hardworking, Dedicated with excellent Telephone Manner, ethics, Determined diligent and a Fast Learner.

Work Experience

November 2006 – Present.

Sr. Project Secretary.

Arab Engineering Bureau, Doha Qatar.

I am presently involved in the capacity of Sr. Document Controller & Secretary supervising multiple junior document controllers and secretaries reporting directly to the Senior Lead Project Director of AEB. EDUCATION:

2011 – 2013:

EXECUTIVE MASTER OF BUSINESS

ADMINISTRATION – HR.

VINAYAKA MISSIONS UNIVERSITY, SALEM -

INDIA

1997 – 2000:

BACHELOR OF BUSINESS ADMINISTRATION.

SARASWATI SHIKSHA PARISHAD, MUMBAI –

INDIA.

1992 – 1994: COMMERCE (59%)

SOMAIYA COLLEGE, MUMBAI – INDIA.

CERTIFICATION:

2014: REGISTERED INTERNAL AUDITOR (ISO

9001:2008) BY TUV INDIA (2014) FOR

QUALITY MANAGEMENT SYSTEM, INDIA.

2015: PROJECT MANAGEMENT PROFESSIONAL

(PMP), CHICAGO TRAINING CENTER, QATAR.

2015: PRIMAVERA 8.2 FOR PROJECT

MANAGEMENT, CHICAGO TRAINING CENTER,

QATAR.

2018: DIPLOMA IN DOCUMENT CONTROL

MANAGEMENT (PAOL-ILM, UK).

2018: CERTIFIED IN ACONEX ASSOCIATE,

AUSTRALIA.

2018: CERTIFIED IN ESSENTIALS OF

DOCUMENT CONTROL MANAGEMENT, QATAR.

2018: CERTIFIED IN PRACTICAL DOCUMENT

CONTROL MANAGEMENT, QATAR.

SOFTWARE’S KNOWLEDGE:

MS OFFICE.

EDMS

AUTOCAD.

PRIMAVERA.

ACONEX (BASIC),

CORELDRAW.

PAGEMAKER.

KEYBOARD SPEED MORE THAN 100 WPM

NATIONALITY:

INDIAN

http://www.linkedin.com/pub/bilal-

khan/18/416/433

BILAL KHAN

Page 2 of 3

Job Responsibilities:

Responsible for all document control related activities for all the assigned construction projects and main civil office, involving a project head office, multiple field offices and engineering design contractor offices plus additional sub-contractors.

Prepare charts and compile reports as needed and ensure that all files are complete and properly maintained.

Perform administrative tasks based on set procedures, establish and maintain filing systems, categorize and maintain manuals, invoices, manage and co-ordinate travel needs and other source data.

Research information and initiate assigned tasks accordingly.

Coordinate internal and external communications.

Respond to complaints and requests for information and assistance, interpret, and explain procedures and policies pertaining to internal inquiries of staff.

Attend and take notes at meetings, coordinate travel arrangements, records of Communication (documents, E-mail) to meet the requirements of the team.

Performs other related duties. As assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.

Maintain database to maintain accuracy and quality standard of Company EFS.

Check and verify reliability of sources information for the database.

Maintain, Organize, Analyze, update and retrieve data from Access.

Provide point of reference for guidance on practices and techniques.

Setting up and maintaining hard-copy files of project documentation including controlled access and temporary removal as required.

Help plan and implement a document management Strategy that meets the business requirements.

Staff training and development of the document control function.

Management of calendars and scheduling of appointments.

Review records and reports pertaining to activities such as production in order to verify details, monitor work activities, and evaluate performance.

Liaising with all project personnel to ensure proper control of project management, engineering, procurement and construction documents.

Responsible of developing and electronic management system.

Supervise and monitor the transition to an electronic base system of document control, producing documents, briefing papers, reports and presentations.

Design and administer the levels of access to the document database

Develop and implement matrix which will be used to measure activity of the Document Controllers and monitor document movement and reported events which will be assessed against agreed target figures.

Establishing a numbering system for all documents and correspondence, MOM and other important documents. BILAL KHAN

Page 3 of 3

Additional Roles-

Documentation Department: Assisting to the Document Control Department - Head office & Sites including work schedules and performance reviews. Development of competency matrices, Workflows and job descriptions for the function. Establishes standards for drawing and Quality System document review (all procedures - Document coding, Approved Vendors

Documentation, Compiling of files, etc.

March 2001– November 2006

Project Secretary & Document Controller.

Gulf Contracting Company, Doha – Qatar, formerly known as- Gulf Housing & Construction WLL (Sister Concern – Interserve Inc. UK). Involved in the capacity of Project Secretary &Document Controller and reporting directly to Project Manager of company main consultant for the projects assigned.

Major Projects with Gulf Housing & Construction.

1. Al Mahmoud Office Tower (B+20) @ West Bay, Project Consultant–AEB. 2. Al Othman Residential Tower (B+G+21) @ West Bay, Project Consultant- AEB.

3. QIC Office Tower (2B+G+20) @ West Bay, Project Consultant–AEB. 4. United Residential Tower (G+21) @ Pearl Qatar Plot PA.07A for Al Darwish United Real Estate Co, Project Consultant – AEB. 5. Fit Out Works for QDC Retail Shop @ Pearl Qatar for Qatar Distribution Company, Project Consultant – AEB.

Responsibilities.

Letter drafting, issuance and distribution for PMC-PM.

Recording Minutes of Meeting and upon issuance proper distribution to all concern parties.

Maintains systematic and proper electronic filing of documents for easy access.

Performs routine data-entry for GM/ PD / PM.

Coordinates with various internal and external parties for any communication to be disseminated.

Any other ad-hoc administrative duties.

Works and confers with PM on support required.

Setting up and maintaining hard-copy files of project documentation including controlled access and temporary removal as required.

Establishing a numbering system for all documents and correspondence, MOM and other important documents.

Implement project handover procedure and ensuring necessary information gathered and controlled.



Contact this candidate