Shamnad Akbar

Experience

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  CHICAGO Maintenance and Construction Co. L.L.C

  Jan 2013 - now

  Executive Secretary/Document Controller

  Secretarial Affairs Providing high-level administrative & secretarial support involving efficient handling of top & confidential correspondence, management of document flow, attending visitors & directing various queries to relevant departments. Composition of business letters Preparing travel plans including reservations, changes, expense reports; making proper meeting arrangements including location, reservations etc. Answering, screening & making telephone calls on behalf of the executive staff; steering support to meetings including minutes and follow-up actions. Read and screen incoming correspondence and reports Prepare agenda and take minutes and keep records of proceedings as requiredOffice Administration Looking after maintenance of Office Equipment; ensuring proper maintenance of office equipment like computers, fax, telephones, etc. Assisting office staff in maintaining files and databases Scheduling appointments and meetings for executives and upper level stafDocument controlling functions:- Responsible for all project documents, transmittals, submittals and correspondences and ensures proper distribution. Record all incoming and outgoing transmittal, submittals and reports Issue drawings and documents with proper Transmittal and registers Maintain current drawing sets for engineers and architects and ensure superseded drawings identified and filed Maintain NCR, RFI and submittal registers Proper updating in the Aconex or other document control software’s Supports audits for quality assurance, internal technical reviews, client reviews and ISO Standard audit.  Monitor proper classification & sorting of documents, archiving and retrieval in accordance with project document procedure. Preparing As-Built drawings with proper register. Sorting of handing over/Taking over documents at the end of the project. Show less