Document Controller Abu Dhabi
Resume:
BUSHRA GHANI
Mob: +***** – ******* ; Email: **.*****@*****.***
Address : Villa No.217, Al Karama Street, Abu Dhabi, UAE PERSONAL ASSISTANT /EXECUTIVE SECRETARY/ DOCUMENT CONTROLLER/HR ADMINISTRATOR WITH A CAREER SPANNING 24 YEARS OBJECTIVES To get a challenging position in a Professional environment and to use my experience and skills for the benefit of organization. PROFILE HIGHLIGHTS
Excellent Office Management, Computer Software and Secretarial skills
Proficient in Database Management, Office Automation and high speed typing.
Hard working, creative, well experienced and capable of delivering high quality work output under pressurized situations.
CAREER HISTORY
September, 2008 to Present
Hill International
Executive Secretary/Sr. Document Controller/HR Administrator On the following
PROJECTS EXPERIENCE, ABU DHABI - UAE
1st February 2022 to upto date
The Grove Phase 1 – Saadiyat Island - Abu Dhabi - UAE Client : ALDAR
Project Management : Hill International, Inc
Design Consultant : WS Atkins & Partners Overseas
Main contractors : ASGC Construction LLC – Branch of Abu Dhabi 1 Project Value : 1.5 Billion
• Sr. Document Controller support to Project Director/Construction Managers/Commercial Manager/ Contracts Manager/ MEP Construction Manager/ Project Control Manager/ HSE Manager/ Project Controls Manager
• Receiving letters through ASITE and distributing all the letters to the PMC team which receive from Client, Design Consultant & Contractor and updating files
• Receiving Shop Drawings, As Built Drawings, Material Submittals. Method Statement NCR,RNCR’s, Site Observations, RTSO from ATKINS through ASITE and sending response to the Contractor after PMC review
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• Updating incoming out going submittals/Shop Drawings/ NCR’s/Site Observations on Hill Server on Daily Basis
• Updating correspondence logs such as letters, Submittals, Shop Drawings, As Built Drawings, NCRs and Site Observation.
• Receiving correspondences/submittals from Contractor
• Maintaining Electronic Filing System on Server
• Making photocopies / scanning important documents November 2020 to December 2021
Abu Dhabi Port Company (PJSC)/Zonescorp, RAHAYEL PROJECT – ICAD V (Infrastructure construction Works–Area1, 2&3, Abu Dhabi, UAE
Senior Document Controller/ Secretary
Client : Abu Dhabi Ports/ Zonescorp
Project Management : Hill International, Inc
Design Consultant : KEO
Main contractors : Bin Hafeez L.L.C
Responsibilities/Tasks:
• Sr. Document Controller support to Project Director/Project Coordinator/ Planning Manager/ Contracts Administrator
• Preparing the Letters to the Client, Contractors, Consultants
• Receive correspondences/submittals, scanning documents, physically and electronically filing documents. Maintaining approved submittals. Retrieve submittals for team.
• Updating correspondence such as Submittals, Reports, NCRs, IRs received from Contractor and KEO consultants
• Scanned and recorded all the incoming and outgoing letters to the Clients, Contractors, Consultants, etc.
• Maintaining and updating the files
• Updating the Submittal Log Register for Project.
• Distributing all the documents to the PMC team which receive from Client & Contractor. 1st February 2018 to October 2020
Senior Document Controller Masdar Institute of Project Neighborhood (MIN) MASDAR Institute Neighbourhood Project – MASDAR CITY Feb 2018 to October 2020
Client : MASDAR
Project Management : Hill International, Inc
Design Consultant : Aecom / GHD
Main contractors : Six Construct
Project Value : 11.3 Billion
• Sr. Document Controller support to Project Director/Construction Manager/ MEP Construction Manager/ Sr. HSE Manager/ Planning Engineer
• Receiving letters through ACONIX and distributing all the letters to the PMC team which receive from Client, Design Consultant & Contractor and updating files
• Receiving Shop Drawings, As Built Drawings, Material Submittals. Method Statement NCR,RNCR’s, Site Observations, RTSO from GHD through ACONIX and sending response to the Contractor after PMC review
• Updating incoming out going submittals/Shop Drawings/ NCR’s/Site Observations on Hill Server on Daily Basis
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• Updating correspondence logs such as Submittals, Shop Drawings, As Built Drawings, NCRs and Site Observation.
• Receiving correspondences/submittals from Contractor
• Maintaining Electronic Filing System on Server
• Making photo copies / scanning important documents 1st September 2017 31st January 2018
Senior Document Controller/ Secretary at Mafraq Square Development Project.
• Sr. Document Controller/ Secretarial support to Contracts Director/Sr. Structural Engineer
• Preparing the Letters to the Client, Contractors, Consultants
• Receive correspondences/submittals, scanning documents, physically and electronically filing documents. Maintaining approved submittals. Retrieve submittals for team.
• Updating correspondence such as Submittals, IRs, MIRs, received from Contractor.
• Scanned and recorded all the incoming and outgoing letters to the Clients, Contractors, Consultants, etc.
• Maintaining and updating the files on daily basis.
• Updating the Submittal Log Register for Project.
• Distributing all the documents to the PMC team which receive from Client & Contractor. May 2015 to 31st August 2017
HR Administrator of Hill International Abu Dhabi Office Responsibilities include:
1. Providing HR admin support to the HR function such as preparing letters salary certificates, salary transfer letters, Employment certificate, Experience certificate, No Objection certificates, Termination letters, Extension of notification, Internal transfer, title change and salary change letters, Recreation letters, appreciation letters, LWP letters 2. Sending approved and signed termination, extension of notification, recreation letters and resignations for announcement
3. New Hires: Prior to joining sending them welcome email with New Hire Pack including employment paperwork, Hand book, Code of Conduct, Abu Dhabi Benefit details, collecting paperwork’s from new hires and sending to Dubai office to update in the system, inviting them for Induction/ Orientation
4. Arranging Orientation for the new employee and presenting orientation to them and teach them about time sheets, expense reports, online training and all company procedures 5. Sending Probationary review forms to employees line managers after their comments and feedback preparing Confirmation letters for employees and after signed copies updating on the system for record.
6. Training Application forms from employees sending to Dubai office after SVP signature for further process after approval making sponsorship agreements for employees and sending to accounts department for payment
7. Compliance training follow-up with Abu Dhabi employees after completion uploading acknowledgment forms on the system and updating compliance training folder on the server 8. Business Card Requests sending to Dubai office after SVP signature and follow-up and printed business cards sending to employees
9. Handling employees queries about HR procedure, leave balance and time sheets and other issues
10. Making and checking time sheets for ADNOC employees and after submission reviewed all the time sheets before posting for accounts Department 11. Expense Reports
12. Assisting to HR Director from Abu Dhabi office Page 4 of 6
Secretary/ Document Controller
April 2014 to May 2015
Federal Courts Complex and Ministry or Justice Abu Dhabi
(Emirates Real Estate Corporation Project)
From September, 2008 to 31st March 2014
Sky Towers (T-1=74 floors, T-2= 64 floors & Podium) and Tower 3-8 Shams - Abu Dhabi (ALDAR and Sorouh Real Estate Projects) Located on Shams Abu Dhabi on Al Reem Island, which offers 65 million ft2 of residential, office, hotel, retail, entertainment and parking facilities. Upon completion, the project is expected to include more than 22,000 residential units accommodating nearly 100,000 people. The first project to be built within this mega development is the Sky Towers. At 74 storeys (300 metres) and 63 storeys (258 metres) high, the Sky Towers will be amongst the tallest buildings in Abu Dhabi and are part of the Gate District of Shams Abu Dhabi at Al Reem Island. The Sky Towers will house 1,400 residential and commercial units. Recreational facilities including swimming pools, tennis courts and sports and fitness centers, restaurants, coffee shops as well as a shopping mall with major outlets will also be a part of the development. The Sky Towers offer a unique combination of facilities that will enable it to support all the essential needs of the community. This distinguishes it from other major projects in the region Responsibilities include:
• Reporting directly to Project Director & Mangers
• Secretarial support to Project Director/Construction Department, Design Senior Manager, Contracts Senior Manager QA/QC Manager, Project Control Manager, Safety (HSE) Manager and Planning Manager
• ‘Making Letters and Minutes of the Meeting in MS- Word and Primavera by using Expedition System Project specified all Departments
• Handling all correspondence such as letters faxes & emails received from client. Scanned and recorded all the outgoing letters to the Clients, Contractors, Suppliers, etc.
• Maintaining and updating the files on daily basis.
• Updating the Control Log Register for ongoing Projects.
• Distributing all the documents through Internal Transmittal between disciplines which received from Client, Contractor & Suppliers.
• Preparing the Letters to the Client, Contractors.
• Preparing the All Report Relating to the Project with coordination of Project Managers, Sr. Architects and other respective staff.
• Performing other duties as directed by Line Manager/Project Director.
• Maintaining Personal Diaries
• Travel arrangements and Itineraries
• Organizing Meetings and appointments
• Administrative Support in day-to-day activities
• Preparation of Variation Orders and Payment Certificate for Client and Contractors for their approval with Senior Contracts Manager and Contracts Team
• Monitoring daily attendance sheets and making monthly time sheets for client
• Updating NCR, Site Memos and Site observation
• Weekly Progress Report
• Updating incoming outgoing letters in Primavera (Expedition)
• Updating all files with confidential files with proper filing System
• Electronic Data Base Management (Email, Internet)
• Using Scanning and Photocopy Machine
• To maintain the correspondence from Contractor, Supervision, Consultant and Client
• Handling Reception Answering Phones and Fax on International basis Page 5 of 6
Tameer Towers (Between Sep to Nov’ 2008) as a Secretary / Document Controller Located on the sea front on one side and at the end of the fabulous Central Park on the other side, the Tameer Towers is intended to become an icon of Abu Dhabi, similar to the Petronas Towers of Kuala Lumpur, Malaysia, the Eiffel Tower of Paris, France or Burj Al Arab of Dubai. The Tameer Towers will consist of a commercial office tower, as well as extremely prestigious residential towers and hotels. The Towers, as well as the adjacent buildings forming the CBD, will be served by the central canal and east loop road. The four residential towers front the Central Park and have direct views to the Park, the Mangrove area and to Abu Dhabi Island. The Hotel /Services apartments’ tower front on the beach or east side of the east Loop road and have wonderful direct views to the sea. EXPERIENCE, KARACHI - PAKISTAN
Touche Tohmatsu
March 1999 to August 2008:
Worked in Deloitte Pakistan (M. Yousuf Adil Saleem & Co.,) (a member firm of Deloitte Touche Tomatsu) Chartered Accountants as an Executive Secretary/ Personal Secretary to the Managing Partner, Financial Advisory Services, Tax and HR Partner Responsibilities include:
Preparation of letters, Presentations, Meeting Agendas, Business Proposal and Reports.
Document Control and management of all Business, Personal and Confidential files with proper filing system.
Handling personal phone and Fax on International basis
Organizing meetings and appointments.
Arranging official Trips, visa arrangements, flights and Hotel Reservations.
Communication management of the Partners office.
Handling all personal accounts and maintaining ledger
Handling CA students matter, transfer and arranging their interviews
Worked with Audit, Tax, Financial Advisory Services and Company Secretarial Department
(Corporate Services)
Coordinating with clients and managers regarding Audit reports
Electronic Database management.
EDUCATION
Bachelor of Science (B.Sc)
from University of Karachi, Pakistan- (Securing second Division) COMPUTER PROFICIENCY
Advance working knowledge of Ms Word, Ms Excel, Ms Power Point & Internet.
Primavera (Expedition)
One year Diploma in Computer Software Applications from Petroman Technical Institute, in 1996 Karachi
TRAINING
MCP; Microsoft Certified Professional Course (MS Office) from VEU, Testing Centre, Karachi
Effective Secretarial Course
English Language Proficiency Course
from DOMINO English Learning Centre, Karachi
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TECHNICAL SKILLS
Primavera Software
MS Office Package (MS-Word, Excel, Power Point, Outlook),
MS Windows, Web and Graphics Applications. Working in Primavera (Expedition) Software
Urdu/Arabic Composing
Typing Speed : 40 to 60 w/m
Primavera Software
PROFESSIONAL SKILLS
1. Office Administration and coordination.
2. Performing complex and detailed secretarial tasks efficiently 3. Handling confidential matters judiciously
4. Working effectively under pressure and constant interruption 5. Organizing and managing work load
6. Oral and written communications
7. Electronic data management and Document Control. 8. Organizing official Trips.
PERSONAL INFORMATION
Father’s Name : Abdul Ghani
Nationality : Pakistani
Marital Status : Single
Passport No.: : QK4105133
E-mail : **.*****@*****.***
Visa Status : Employment visa (Residential)
Valid UAE Driving License
Languages : Fluent in English, Urdu and Punjabi
REFERENCES
Will be provided on request
Contact this candidate