Executive Assistant

DUTIES AND RESPONSIBILITIES (including, but not limited to)

1. Work with the project management team and support the team in development and maintenance of the document control procedures.

2. Develop, maintain and operate an efficient an Excel-based Document Management System for all project activities and analyse all processes to ensure the quality and timeline requirements.

3. Observe confidentiality; maintain adequate documentation security to ensure the protection and control of confidential information.

4. Manage Document Control activities and maintain efficient document control procedures

5. Preparing Letters, transmittals, recording reference number to correspondence according to the company technical document identification standard.

6. Provide a complete filing system soft and hard (where-ever necessary) copies and maintain it in an updated state at all times.

7. Follow up, expedite and Record all incoming and outgoing correspondents through Document Control Index.

8. Performing a comprehensive quality check on each document and associated documents.

9. Review and edit all control documents to ensure conformity with agreed standards, including format, style and consistency of information.

10. Maintaining accurate records of incoming documents or correspondence and retrieving immediately as required or requested.

11. Listing out the Documents and documenting the project details. Describing all possible document flow structure in the application

12. Making accurate presentation and explaining the Project Plan and progress to internal execution team

13. Tracking the pending documents through weekly progress reports

14. Notifying the involved party for tacking appropriate action on the pending documents

15. Follow up with the all the involved parties to get an expected schedule for all pending documents

16. Sign-off from all the involved parties with clear specifications about the final documents (including As-Built files) at the end of the project