Document Controller (Aconex)
Al Futtaim Engineering and Technologies, KSA
Total years of experience :14 years, 8 Months
Develop and manage utilization of document control database system (Aconex) allowing for better tracking of documents, approval loops, revision identification, quality, and timely receipt for distribution.
Uploading / Submitting all kind of documents and drawings in Aconex and creating & monitoring the workflow.
Creating users and assign a role in Aconex as a Project admin.
The Aconex process and information management suite of solutions provide a common platform to manage all of the processes, correspondence, models and documents generated across the entire lifecycle of engineering and construction projects.
Preparing the Submittal Review Comments for the Submitted/received document
Prepare and maintain the Data-base of Letters, Drawings, WIR’s, MES, NCR’s, Site Instruction, RFIs, and Snag Lists etc...
Routine updates the logs/trackers for incoming and outgoing project documents.
Maintains the Document Management System pertaining to complete Refinery
Units and equipment including transparencies, operating and maintenance
manuals, quality control, engineering, HSE and all other related documents.
• Coordinating with major and minor projects execution teams for project final
handing over documentation to ensure it is complete and stored both as hard copy
and electronically including the same for capital procurement Items.
• Checks and validates documentation, including numbering, revisions, status,
formats, titles and legibility.
• Coordinate with Project execution team and contractors to provide requested
drawings / documents for project execution.
• To assign new tag / equipment number and maintain the tag / equipment register
in the plant.
• To upload project document in the Company Engineering Document Management
Systems (SPF) and retrieves and distributes them when requested.
• Participate in Document Handover Review and Handover of As built database in all
Major Projects.
• Organizes filling of documents / drawings in accordance with the project filing
system & controls all master files and all documentation process.
• Receives sorts and distributed all incoming mail, makes scanned copies as
requested and communicates to supervisor. Prepares outgoing mail for dispatch
and maintains database for incoming and outgoing mail.
• Maintaining pending actions items and report to Technical Manager Office.
• Assists department / project managers in developing and maintaining documents
such as meeting minutes, drawings, specifications, approvals and related items.
• Prepares weekly, monthly and annual duty roasters of meetings.
• Prepares & updates pending documents report periodically.
Develops, maintains and implements efficient and cost effective records management systems.
Soft copy and hard-copy documentation and maintain the document control functions and inventory of close-out agreement documents in accordance with standard systems and procedures.
Ensure all documents are scanned and uploaded in EDMS for retrievals.
Maintain procedures for EDMS including records classification structure, internal documents distribution matrix and inactive document inventory and disposal etc.
Monitors the utilization and performance of the EDMS to ensure that efficient and uninterrupted document services are provided to all finance users and Auditors etc.
Analyses structures and contents of documents for developing and uniform classification structure \[filing index\] to facilitate filing and retrieval.
Conducts computerized inventory of all inactive documents based on retention schedules and transferred to corporate archives.
Maintains an up-to- date inventory of all semi active documents, retrieved these documents as and when required.
Disposing of documents according to company’s approved retention schedule.
Apart from documentation control, a key support for department and serving the internal auditors, external auditors and to provide them with documents as and when necessary.