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Office Service

Dammam, Eastern Province, Saudi Arabia
10000 SAR
February 27, 2020

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Mohammed Shoeb Ahmed



Seeking A Position for Admin Assistant & Document Controller. O B J E C T I V E S

I am ambitious to work in a challenging and competent environment that can promote my abilities through achieving the task, most qualitative and accurate state. With my ample working experience.


Bachelor of Commerce (B.Com Computers) 2002.

S K I L L S .

• Windows XP/98, MS Word, MS Excel, MS Power Point, MS-Access, MS-Office Outlook 2003/07 Auto cad etc.

• Excellent typing speed, able to prepare any kind of reports, superb coordination skills, and fluent in English. Etc.

• Typing Proficiency: 30-40 wpm.

• Ability to work for Documentation and Administrator.

• Excellent written and verbal communication skill.

• Strong organizational skills with the ability to multi-task.

• Excellent time management skills and the ability to prioritize work.

• Attention to detail and problem solving skills.

Experience in Saudi Arabia.


(Joint venture of Engie/Saudi Aramco and Saudi Electricity Company) Project: 1549 MW+1447 t/h (steam) + 768.8 t/h (Water) : Fadhili Combined Heat and Power Project, Khafji Road, Near Al Jubail city, Eastern Province, Saudi Arabia. Secretary/Administrator/Coordinator/Document Controller. May 2017 to till date (Start of the project till end)

• Supporting all FPCC staff in activities like preparing letters, Minutes of Meetings, printing, coping, scanning and distribution of related documents.

• Schedule and coordinate meetings, appointments, accommodation and travel arrangements for site staff.

• Preparing of time sheets & leave requests of all the staff at site and maintain all leaves records.

• Give Aconex DMS (Document Management System) training to all staff. Page 2

• Controlling, maintaining and tracking all sorts of correspondence, documentation also Monitoring in Aconex.

• Prepare the staff ID’s for plant access from Contractor.

• Preparing gate passes for Visitors and new employees.

• Preparing all necessary requirements for Safety orientation and Safety training for new employees.

• Maintain proper quality, quantity and weekly menu for the food supplied on daily basis at lunch time for all employees.

• Purchased office supplies (stationary, Safety items, Uniforms, Banners etc.)

• Arrange the special lunch on the achievement events of safe man hours.

• Arrange with the supplier to prepare the memento on the events.

• Arrange the schedule and access for the photographers once in a month. Document Controller (Assignment on above project).

• Receive RFI’s hardcopies and also NOI (Notification of Inspection) softcopies via email in excel sheet from Contractor.

• Maintain and update RFI’s records in Excel database master sheet discipline wise.

• Making weekly and monthly reports of RFI’s, NCR’s and Site observations, and upload in Aconex.

• Verifying the all requirements of NCR’s before closing and return to contractor for uploaded as response on Aconex.

• Responsible to maintain and update documents flow both inward and outward through Aconex and also maintain tracking record in excel sheet.

• Providing support to site team on document control procedures and numbering systems.

• Updating log of incoming and outgoing letters, transmittals, technical queries, material approval and method statements.

• Prepare a comprehensive filing system to suit Contract requirements and maintain project records.

• Uploading and downloading the documents from Aconex make record in Log sheets.

• Follow up with lead engineers and contractor for the site observations received from maintenance company.

• Upload the site observations to contractor through Aconex and follow up until the site observations are closed and maintain the log sheet.

• Maintaining or updating all the records in Aconex and excel master sheets.

• Prepare the payment request for the invoices received from contractors, engineering consultant, lenders engineers and suppliers. Page 3


Secretary/Administrator/Coordinator/Document Controller. November 2014 to April 2017.

Duties & Responsibilities.

• Schedule and coordinate meetings, appointments, accommodation and travel arrangements for all employees.

• Typed documents such as correspondence, drafts, memos, and emails, and prepared Monthly Reports for management.

• Purchased and maintained office supply inventories, and being careful to budgeting practices.

• Coordinated agendas for meetings with visitors and clients– arranged guest and travel accommodations.

• Established and implemented administrative policies and procedures for the office.

• Performed various secretarial/clerical duties such as documenting, photocopying, faxing, mailing, and organizing filing system.

• Answered telephones and transferred calls to appropriate staff members.

• Sorted and distributed incoming communication data, including faxes, letters and emails.

• Organized the scheduling of meetings, conferences, and events; distributed minutes for them.

• Took care of staff office space, weekly schedules, travel reports, phones, parking, Dormitories.

• Maintained the office database – retrieved and organized information for individual employees.

• Created spreadsheets and presentations for corporate executives.

• Filed and recorded corporate documentation, electronic files, inventories and reports. Document Controller (Assignment on the project).

March 2012 to October 2014.

• Working on NFTS (Network Financial Tracking System) in STC for Dismantling material.

• Preparing and uploading the material details for the site which is Dismantled and to follow up with STC management.

• Get the approval for the dismantled material to dispatch to STC ware house. Page 4

• Preparation of PAT documents for LTE and 2G and 3G Sites.

• Collect the data from site engineers and project manager to maintain the tracker.

• Preparing the invoices for the sites which are pated according to the contract.

• Checking the TSSR reports which are prepared by the subcontractors.

• Creating a reference number for SSR and TSSR and manages to get the approvals.

• Preparing the weekly reports and presentation in Microsoft power point.

• Maintain complete records for the documents. (Survey report, PAT Documents, BOQ, As-Build)

ACES (Advanced Communications and Electronics Systems). July 2008 till Feb 2012.

Document Controller & Project Controller.

• Maintained and expanded customer’s data by giving desired level of service and generated regular business wide satisfaction. Interacted with clients and provided personalized service to all customers.

• Enhanced further the business relationships with preferred customers through inbound calls.

• Ensured prompt redressal of customer queries and achieved high customer satisfaction levels.

• Preparation of flowchart as per ongoing projects.

• Maintained the records as per the flowchart.

• Preparing the presentation of CITC, STC, Mobily & Zain Benchmarking report.

• Preparation of Technical site survey report for Nokia Siemens 2G swap, Nokia Siemens 3G Swap, Nokia Siemens Mobily L+5 Project, Mobily Cellenhancer, Huawei Zain Central Swap, STC Cellenhancer & Zain Cellenhancer.

• Preparing the Material List according to the EDN (Equipment Delivery Note).

• Clearing the oils (Outstanding Items List).

• Preparation of PAT Documents for NSN, Huawei, Mobily, Zain, STC.

• Preparing the time sheets for all the employees.

• Maintain a record for Cars, Tems kit, Qvoice, Site Masters, Sim cards, Laptops, GPS etc which is used in the department.

• Preparing the invoices as per the PO (Purchase Order).

• Preparing the material request as per the requirement on the site.

• Accomplished network benchmarking assignments from the regulator CITC.

• Worked under pressure and carried out benchmarking during Ramadan in last ten days in Masjid Nabawi area in Madinah city using Q-Voice from ASCOM. Page 5

• Did Benchmarking for CITC, STC, Mobily & Zain in most of the cities in Saudi Arabia.

• Preparation of as build drawings.

• Preparing Tower Elevation, Antenna System Diagram, Cable ladder layout, Floor plan, for Rooftop, Monopole, Greenfield and Indoor Sites.

• Uploading the Oils in IPM a software for Nokia Siemens Networks.

• Preparation of Tower layout and Floor Plans drawings in Auto cad. Vodafone - Hyderabad, India.

Customer Support Executive.

June 2006-May 2008

• Attending the calls from the customers and giving them the desired level of service. Hindustan Bottling Company(COCA-COLA) Hyderabad India. Sales Support Coordinator

Aug 2002 – May 2006

• Maintained and expanded customer’s data by giving desired level of service and generated regular business wide satisfaction. Interacted with clients and provided personalized service to all customers.

• Provided assistance in planning and implementation of QA strategy for improvement, added value to MIS applying method of quality measuring and reporting for the center.



Nationality : Indian

Marital Status : Married

Iqama Status : Transferable with Valid Driving License Languages

Date of Birth



English, Hindi, Urdu.


IT Skills : Microsoft Certified Professional MS Office, Internet, Email Applications, Auto cad etc.

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