Experience

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  InSite - Planners / Landscape Architects

  • United Arab Emirates
  • Architecture and Planning
  • 100 - 200 Employee

  • Senior Document Controller

    • Jun 2022 - Present

  • Document Controller

    • Mar 2021 - Jun 2022

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  KEO International Consultants

  • Kuwait
  • Construction
  • 700 & Above Employee

  • Document Controller - Infrastructure Division

    • Feb 2019 - May 2020

    Projects:▪ Consulting Engineering Design Services for Road Projects (On Call Basis), Abu Dhabi▪ Consultancy Services for Strengthening and Rehabilitation of Al Reem Island Bridge, Abu Dhabi▪ Rahayel Area 9 MP Infra & Showroom Build, Abu Dhabi▪ DAS Island Residential Development▪ Metro Boulevard Framework Agreement, Abu Dhabi▪ Guggenheim Abu Dhabi – Traffic Impact StudyRole:▪ Reporting to the Executive Director and provide administrative services and technical assistance to the projects teams and perform related duties as required.▪ Coordinate office management activities.▪ Prepare letters, memos and transmittals in English and Arabic languages according to the requirement.▪ Prepare reports, correspondences, statements and other documents by using word processing, spreadsheet, PowerPoint and Aconex (EDMS), SharePoint etc.▪ Prepare Invoices and Payment Applications/Certificates and submit to Clients.▪ Provide Support to Project Managers in compiling required documents (Forms, CV’s and Technical & Commercial Data) for client submissions.▪ Collate all project reports and arrange them for management review.▪ Maintain updated records of all approved documents and their distribution.▪ Prepare confidential and sensitive documents and ensure confidentiality of information and records.▪ Receive Main Contracts and Sub-Consultants Contracts, LPO’s, scan and forward them to Legal Department via online system (SharePoint) and follow-up with Legal Team for approval of the contract and then obtain signature from the Company Appointed Signatory.▪ Coordinate travel arrangements; prepares itineraries and maintains travel vouchers and records.▪ Keep up-to date Document Master Log / Register for tracking of correspondence.▪ Responsible for receiving, circulating and recording all incoming and outgoing correspondence.▪ Prepare Filing Index & filing Logs to track the letters/correspondence manually & electronically.

  • Secretary - PMCM Division

    • Mar 2017 - Jan 2019

    Seconded to ALDAR Properties PJSC, Abu Dhabi UAEby KEO International ConsultantsAl Merief Development Project, Abu Dhabi – Infrastructure Works (Roads, Landscaping, Etc.)▪ Approved by Client (ALDAR) to work as Project Secretary.▪ Received Certificates of Appreciation (twice) in recognition of services provided to ALDAR Properties.▪ Reporting to Senior Vice President & Vice President of ALDAR at project.▪ Handle various projects on the direction of SVP & VP and completed all the assigned tasks.▪ Coordinate office management activities.▪ Determine matters of top priority and handle accordingly.▪ Deal with administrative queries and issues at all levels when necessary.▪ Manage and oversee administrative and organizational policies set by the company.▪ Arrange meeting room facilities, schedule meetings, prepare and circulate MOM.▪ Maintain executive’s agenda, assist in planning and scheduling appointments and meetings etc.▪ Prepare confidential and sensitive documents and ensure confidentiality of information and records.▪ Analyzing, handling & circulating of all type of project documents via Aconex / DARCOM (online EDMS).▪ Prepare and generate correspondence, letters, transmittals, memos through DARCOM.▪ Receive Invoices from Consultants/ Contractors and process Payment Certificates to Finance Department.▪ Follow-up on payments and update the Invoices Register.▪ Collate all project reports and arrange them for management review:PDT Reports, Dashboard Reports, Work Permits, MIR Log, RFI Log, VO Log, Project Look Ahead Reports, Project Cost Report, NOC Reports, Daily, Weekly & Monthly Progress Report, Site Progress Pictures.▪ Maintain office supplies and operate office equipment.▪ Create and modify forms according to instructions and ensure all are complying accordingly and formats are being used adequately for correspondences, submittals, transmittals to clients, subcontractors and within divisions and departments.

  • Secretary - PMCM Division

    • Aug 2016 - Feb 2017

    Projects:▪ Lagoons District Phase-1, Abu Dhabi (TDIC, Abu Dhabi)▪ Sparkle Tower Project, JBR Dubai (Tebyan Real Estate, Dubai)Role:▪ Determine matters of top priority and handle accordingly.▪ Deal with administrative queries and issues at all levels when necessary.▪ Schedule meetings, arrange meeting room facilities, prepare and circulate MOM.▪ Prepare letters, memos and transmittals in English and Arabic languages according to the requirement.▪ Prepare invoices, reports, correspondences, statements and other documents by using word processing, spreadsheet, PowerPoint and Aconex (EDMS).▪ Prepare, issue and follow-up on pending Invoices and Payment Applications/Certificates.▪ Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)▪ Maintain electronic and paper records ensuring information is organized and easily accessible.▪ Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.▪ Operate and maintain office equipment.

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  Spark Building Contracting L.L.C

  • Abu Dhabi

  • Lead Document Controller / Executive Secretary

    • Jul 2012 - Jul 2016
    • Abu Dhabi

    Role as Executive Secretary▪ Perform special tasks assigned by GM & MD of the company.▪ Prepare correspondences, letters and emails.▪ Diary management, Travel arrangements and hotel bookings.▪ Arrange meeting room facilities, schedule meetings, minutes of meetings.▪ Registration & Prequalification’s with various companies and government bodies.▪ Familiar with Online Portals, and fill-out online provided forms for Registration.▪ Collate all reports from departments and arrange them for management review.▪ Projects Reports and HR Reports (Manpower, New Visas, Renewal of Visas, Job Offers Status, Etc.)▪ Maintain client relation & ensure customer satisfaction.▪ Prepare reports of Client Emails, follow-up on pending activities and forward to management.▪ Assist Tendering Section during Tender Submission Stage (prequalification’s, technical & commercial submittals).▪ Provide trainings about Company System to Newly Hired Staff (Secretaries & Document Controllers).Role as Lead Document Controller▪ Supervising the daily activities of DC Team.▪ Assign tasks to Document Team and follow-up on pending activities.▪ Analyzing, handling & circulating all emails received on company domain sparkco.net.▪ Create Tender Enquiry Nos. and circulate emails to Tender Team.▪ Establish and implement new system & strategies as advised by the GM / MD.▪ Respond to daily requirements; Coordinate the flow of information both internally and externally.▪ Responsible for receiving, circulating and recording all incoming and outgoing correspondence.▪ Maintain updated records of all approved documents and their distribution.▪ Prepare Filing Index & filing Logs to track the letters/correspondence manually & electronically.▪ Proper Filing, Labeling, assigning volumes according to the projects and by correspondence.▪ Uploading and downloading of documents via “Team Binder, Dropbox and WeTransfer links”▪ Ensuring sequential numbering system for all outgoing correspondence.

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  OGER Dubai

  • Office Administrator

    • Dec 2010 - Aug 2011

    ▪ Maintain daily office operation, coordinate and carry-out administrative works.▪ Organize and implement company policies/strategies.▪ Prepare presentations, reports, spreadsheets, inventories etc.▪ Prepare work schedules / duty rosters for staff and vehicle schedules.▪ Handle 50+ Vehicles; manage vehicle servicing, traffic fines and violations.▪ Handle petty cash and keep complete record of receipts & payments.▪ Analysis of monthly expenditures and implement cost reduction plan.▪ Follow up of pending and in-progress work activities, and ensure work done on time.▪ Manage flow of internal and external information and resolve administrative/ operational issues.▪ Handle personnel administration and process all kinds of employee’s requests to HR Department (Annual Vacation, Emergency Leave, Sick-Leave, Salary Certificates and NOC’s etc.)▪ Prepared monthly cost report, damage repair cost, vehicle services etc.▪ Handle all Camp, Housing and Catering related activities.▪ Arrange food, transport and accommodation for staff, managers & labors.▪ Arrange & monitor/supervise food services according to specified menu and standards.▪ Compile Monthly Accommodation and Meal Charge-back Reports for above 6,000 employees.

  • Secretary

    • Aug 2008 - Dec 2010

    ▪ Prepare, manage and organize meetings.▪ Handle manager’s diary – arrange, review and cancel meetings as necessary.▪ Draft letters, agendas, prepare, edit, collate all report and distribute documents.▪ Monitor Manager’s emails and messages so that urgent emails/messages are responded on time.▪ Produce written correspondences, letters and emails as dictated by Manager.▪ Plan, organize and prioritize time and workload.▪ Liaise professionally with clients, subcontractors, suppliers, management and employees.▪ Control the distribution of incoming/outgoing documents and correspondences and issue relevant documents to respective internal division.▪ Systematically file and scanned all internal & external documents, agreements, contracts, and archive by electronic means.▪ CV screening, short-listing, arrange appointments for interviews of candidates.▪ Take appropriate corrective and preventive actions in case any nonconformity arises.▪ Keep and ensure confidentiality of information and records.▪ Accept and perform other assignments as delegated.▪ Maintain and check time-sheets of staff and forwarded to Payroll for salaries processing.

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  GULZARI Associates

  • Islamabad, Pakistan

  • Office Manager

    • Jul 2006 - Apr 2008
    • Islamabad, Pakistan

    ▪ Prepare letters & correspondence and follow-up on pending work activities.▪ Implement company rules & regulations.▪ Organize & schedule meetings, appointments, events and other similar activities.▪ Prepare proposals, prequalification, quotations, BOQ's, presentations, reports, spreadsheets etc.▪ Prepare & submit prequalifications & tender documents for upcoming projects.▪ Plan, direct, supervise and evaluate office processes to ensure accuracy and regulatory compliance.▪ CV screening and arrange appointments for interviews in coordination with department heads.▪ Keep and maintain records of all employees and follow-up on pending documents.▪ Responsible to renew company Commercial License, chamber of commerce registration, and registration with other legal/government organizations. ▪ Maintain monthly office expenditures as per budget.▪ Prepare Monthly Bank Reconciliation, Debtors & Creditors reconciliations.▪ Correspondence with Banks, Clients & Sub-Contractors.▪ Arrange Bank Guarantees, Performance Bond, Bank Drafts and Pay Orders.

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  BHURBAN Heights

  • Islamabad, Pakistan

  • Accontant

    • Mar 2005 - May 2006
    • Islamabad, Pakistan

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  Allied Bank Limited

  • Islamabad, Pakistan

  • Trainee (Intern-ship)

    • Aug 2004 - Jun 2005
    • Islamabad, Pakistan