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Administration / Document Controller

Doha, Doha, Qatar
March 24, 2019

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(Transferable Visa Available)


Vaizul Makshood Ali. R

Indian Muslim / B.Sc., / Married / 2children / UAE Driving License English / Tamil / Malayalam / Hindi / Arabic

Gulf Experience : 11 yrs

Mobile : +974-********


Intend to build a career with leading corporate of hi-tech environment with committed & dedicated people which will help me to explore myself fully and realize my potential. Willing to work as a key player in challenging and creative environment. EXPERIENCES

Worked as Snr. Administration Clerk for M/s. B.B. Systems & Services, Chennai (2012-18) Email correspondence, communication drafting, preparing memos, distributions, preparing schedules, arrangements of meetings, provision of stationeries, office machineries maintenance, yearly contracts, inventory, logistics management. Worked as Administration General Service Co-ordinator / Document Controller for M/s. Abu Dhabi Oil Company ADOC - (Japan Oil Company), an Oil & Gas concern (under ADNOC), Abu Dhabi(2006-2011)

Coordinate all activities related to the Document Control procedure, including technical documents, drawings and commercial correspondence. Input document data into the standard registers ensuring that the information is accurate and up to date. Generate the various document control reports as required.

Typing of site documents, and follow up of all the site needs Liaison with external vendors, department staff. Apply Arithmetic, Problem Solving, Analytical, Computer Skill in appropriate. Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, sub contractors and suppliers as applicable.

Monitoring Staff flat renewal/Reports, Avis car maintenance/contracts yearly, Petrol card renewal/usage, Coordination with Finance Department, Invoice submissions, Staff Mess Maintenance, Provision of Stationeries to all depts, Ordering requisites, Microphone announcements to all Depts., Party arrangements, monitoring & recording maintenance staff in office and camp premises.

Maintain updated records of all approved documents and drawings and their distribution. Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability. Preparation of reports, follow ups, provision of coverall, chopper ticketing assistance, monitoring staff flat renewals, consolidation of telephone bills, budget preparations (Ordinary, Extra Ordinary, investment), Email Correspondences, staff/visitor accommodation arrangements.

Sending Etisalat Technicians to offshore, make chopper bookings, accommodation arrangements, faxing, emailing messages, checking incoming outgoing messages, follow up transactions, take monthly reports of expenditures/budget items purchased, Invoices/receipts are filed accordingly, take monthly reports of offshore staff attendance, chopper passengers list. Follow up with air/sea transportation documents, couriers, LCL, Air cargo – Logistics arrangements.

Worked as Export / Import / Documentation Clerk at M/s Eurogulf Shipping Llc, Dubai, U.A.E. Contship / NSCSA – Liner Agents - European, Asian & US sectors(2000-2006)

Bookings/releases/bookinglist/bl instructions/issuance/seaway bill / telex release / destination messages/arrival notice/delivery orders/ freight forwarding /correspondence

/transportation arrangements/invoice copies/ED passing/CFS for cross stuffing /Ethc


Local transportation/Dthc/oncarriage charges/imco charges/Terminal security/Updating moves of containers/vessel discharge list to ports/send manifest to destination. Sending manifest to Department of Ports and customs/penalties/ fines/ demurrage routines as per ports & customs.

Transportation arrangement to Customers for export, stuffing and submission of container to Port before 12 hours of arrival. Coordination with Sales Staff and preparation of Invoices to customers.

Confirmation of safe delivery of containers in consignees premises, coordination. Worked as Export/Import Clerk at M/s. Gulf Container Terminal, JEDDAH, SAUDI ARABIA(1996-1999)

1. Maintain and manages Master documents(Bill of lading, Import discharge lists, export documents) for a different liners. Updating container movements in online system. 2. Maintains and examines files related to liners makes easily accessible. 3. Maintain a computer database of all filed documentation that ensures fast retrieval of documents.

4. Maintains Container tracking system and physical checks in container yards. 5. Prepare discharge list, export lists on vessels discharge and loading. 6. Updation of containers in stacks in vessel and submitting to vessel planners. Worked as Administration Clerk at M/s. V.P. Associates, Chennai, Tamil Nadu(1993-1995)

Correspondence / handling customer issues including distribution and re-submittal of revisions. Familiar with general office practices and procedures. Emailing, maintenance of office machineries, renewals, contracts, Petty Cash management, Contractors job coordination, order filing, delivery note for transporters, Invoicing, yearly reports preparation.

Performs, Edits on documents, manage outgoing/incoming Project Documents. Keep Track of all records. Taking weekly progress reports, faxing documents to customers. Filing sales tax documents to Auditors.

Notifying the involved party for taking appropriate action on the pending documents Develop electronic filing and archive system and technical library for easy issuance, storage, retrieval and management of documents to internal and external customers Worked as Administration Assistant at M/s. Uma Plastics, Chennai for (1987-1991) Handling official documentation, filing Invoices, sending sales bills to Customers, receiving/transmitting messages to/from clients, reporting Assistant Manager. Handles all expenses and reports related to reimbursements and travel. Assists domestic and international customer visits and meetings. Interaction with internal and external customers.

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