Document Controller
EC Harris - Arcadis Qatar
Total years of experience :28 years, 5 Months
•Function as Project Lead Document Controller.
•Receives and issues document transmittals from/to Clients and Sub-Contractors.
•Ensures that all documents are properly stored by implementing effective and efficient data filing system. Handles confidential documents and strictly observing necessary controls/access restrictions.
•Ensures the "Document Control Procedure" is applied and followed through the project execution.
•Carries out quality checks on all incoming and outgoing documents before submitting for distributions and/or reviews.
•Established and maintained an efficient and effective Filing System.
•Generated and implemented Project Document Controls process work flow.
•Monitored action items and other for follow up issues; and make sure that all scheduled submittals are being delivered in timely manner.
•Attended catch up clarification regarding final documentation with Client representative.
•Ensures that Client provided standard numbering and revision requirement are properly implemented. Conducts quality checked on all document title and revision blocks prior to proceeding of documents reproduction for project review submittals.
•Establishes and maintains an up-to-date and comprehensive documents records/tracking.
•Maintained and Controls Client & Vendor Document and Correspondence Log Sheets.
•Monitored action items and other for follow up issues; and make sure that all scheduled submittals are being delivered in timely manner.
•Provides supports member of the core team.
•Dispatches documents internally and externally as per distribution matrix.
•Directly reporting to the Project Manager.
•Generates and maintains a comprehensive Final Documentation status
new Corporate (SharePoint).
•Liaise with various report to collect and gather documents as per data priorities.
•Function as Project Lead Document Controller.
•Receives and issues document transmittals from/to Clients and Sub-Contractors.
•Ensures that all documents are properly stored by implementing effective and efficient data filing system. Handles confidential documents and strictly observing necessary controls/access restrictions.
•Ensures the "Document Control Procedure" is applied and followed through the project execution.
•Carries out quality checks on all incoming and outgoing documents before submitting for distributions and/or reviews.
•Established and maintained an efficient and effective Filing System.
•Generated and implemented Project Document Controls process work flow.
•Monitored action items and other for follow up issues; and make sure that all scheduled submittals are being delivered in timely manner.
•Attended catch up clarification regarding final documentation with Client representative.
•Ensures that Client provided standard numbering and revision requirement are properly implemented. Conducts quality checked on all document title and revision blocks prior to proceeding of documents reproduction for project review submittals.
•Establishes and maintains an up-to-date and comprehensive documents records/tracking.
•Maintained and Controls Client & Vendor Document and Correspondence Log Sheets.
•Monitored action items and other for follow up issues; and make sure that all scheduled submittals are being delivered in timely manner.
•Provides supports member of the core team.
•Dispatches documents internally and externally as per distribution matrix.
•Directly reporting to the Project Manager.
•Generates and maintains a comprehensive Final Documentation status
new Corporate (SharePoint).
•Liaise with various report to collect and gather documents as per data priorities.
Responsible for Project Management log and tracking for all the query and quotation
for client and sub-vendor.
Registering and assigned reference number in CRM ( Customer Relationship
Management) all query and quote for client and sub-vendor.
Preparing and submitting quotation for client and sub-vendor.
Preparing and providing for MESC / data sheet for all the materials required in query
and PO’s.
Preparing Purchase Order for client and sub-vendor thru Oracle.
Reviewing and Checking GA drawing and data sheet needed.
Focal point of all incoming invoices to be log and submitted to the client.
Monitoring and providing MTC (Material Test Certificates)
Tracking and expediting all pending PO’s and invoices.
Direct reporting to the General Manager.
Managing the archival activities for controlling documents and validation of
documentation files.
Interaction and coordination of work between various sales engineer and assigned
Expeditor.
Responsible / monitoring for the change order needed.
Reconcile and review all documents needed for contract close-out and prepare report
submitted to client.
Ensuring timely transfer of electronic files to/from clients and Sub-vendors.
Awareness of all relevant corporate and project procedures.
Organizing general manager appointment & schedules.
Administration of department and supplied vendors holiday and absence planning and
inputting of timesheets
•Responsible for project management procurement data.
•Assist contract administrator (CA) and Buyers to prepare, review and administration of purchase requisition, purchase orders/sub-contract agreement.
•Prepare, process and issue contract/purchase order change notice and amendment through project management (PM) tools.
•Reconcile and review all documents needed for contract close-out and prepare report submitted to client.
•Organized file system for procurement project documentation and filling (maintain an orderly and secure filing system at all times).
•Prepare presentation for the management meeting.
•Prepare management monthly report.
•Direct Reporting to procurement and purchasing Manager.
•Reviewing scope change notice and change order requests for proper justification and schedule impact.
•Verify the invoices for conformity with the terms and conditions of the contractual documents.
•Certifying and recording all invoices from supplier/subcontractors.
•Coordinates with contract administrator on budget, variations order requests, progress payments and financial close-out.
•Vendor representative assistance coordination.
•Ensure documents are received and issued in accordance with company procedures.
•Distribute the received documents to the concerned departments.
•Conduct final QA checking for all outgoing documents to make sure that all documents issued by the company are up to company standards.
•Keep all project documents orderly, complete and categorized for easy accessibility.
•Immediately locate documents and highlight essential information.
•Update the tracking log for client correspondences and remind the concerned
departments about the due dates of submissions.
•Support the Project Management office & main office as required.
•Ensure that Document Control processes and procedures are understood and used by users.
•Assure document quality to include completeness, accuracy and compliance with established QA policies and procedures.
•Maintain an efficient project-related document control register; supervise and record document flow to and from all necessary parties, including clients Consulatant, sub-contractors.etc
•Maintain and update the database and original hard copies.
•Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy trace ability.
•Ensure the confidentiality of documents.
•Managing the archival activities for controlling documents and validation of documentation files.
•Assisting in the management, implementation and administration of the company’s electronic document management systems (EDMS).
•Interaction and coordination of work between various departments and concerned
Engineers.
•Awareness of all relevant corporate and project procedures.
•Keeping vendor representative and engineering site request data control.
•Responsible for construction and installation document control and compilation of work pack.
•Responsible for distribution matrixes.
•Capable of working on daily routine DCC duties with no supervision.
•Responsible to prepare purchase request (PR), purchase order (PO) and Change Notice (CN).
•Provision of comprehensive secretarial service to the Contracts/Procurement Manager and Team Members, including preparing reports & minutes, formatting & administration of contracts, generating purchase request, purchase order, change notice and cover letters.
•Manage the circulation of contracts documentation to ensure full approval and input contract information into the Company report file.
•Organizing all the supplied vendors needs.
•Administration of department and supplied vendors holiday and absence planning and inputting of timesheet.
•Responsible for the document sequence numbering, distribution / transmittal and maintenance of distribution master list. Ensures proper coding of internal and external project related documents.
•Maintaining for the filling system in PM+, PDM and E-Room.
•Responsible for maintaining and monitoring all documents in PM+.
•Establishing, monitoring and maintaining a document archive area that houses all project documents in one central location, thus providing storage protection to all documents.
•Timely drafting and submission of the Weekly and Monthly Progress Reports.
•Responsible for the maintenance of the Document Registry System (PM+)
•Recording and tracking internal and external distribution of documents.
•Ensuring timely transfer of electronic files to/from clients.
•Entering and maintaining accurate information in both SNC-Lavalin T & D and client databases.
•Ensuring all required fields of information on documents and requests are accurate.
•Monitoring and ensuring document control processes are being followed.
•Providing input regarding improvements to document control processes and tool sets.
•Training new team members for PM+.
•Responsible of electronic data management systems in PM+.
•Responsible with all the documents needed for Close-out.
•Monitoring & supervising document control procedures & guidelines as part of the Quality Management System with the aim of achieving an ISO standard compliance in project document management.
•MS Access Administrator (MS Access Database Update)
•Updating of Integrated Management System
•Database distribution over the local network. Remote database location under Archive Area, Design Area and QA/QC Area
•General database functionality (Switchboard data items)
•Report Generation / data exporting and querying
•Monthly Progress Report (to be submitted per prescribed cut-off date set by Planning Dept.)
•Report generation using MS Access as main data source.
•Review different areas of Report generation
•Engineering Deliverable (to be submitted to QA/QC for additional planned submission date(s)
•Updating of Register based from currently coded and transmitted documents to Overseas Bechtel International (OBI).
•Report generation using MS Access as main data source, Lotus Notes System (BCDMS/PnC)
•Maintenance of BMOM and PnC documents of the Lotus Notes database system.
•Under Review Documents Overseas Bechtel International (OBI Follow-up).
•Introduction of new document monitoring format showing aging periods between submission of next revisions and Overseas Bechtel International (OBI) review cycle
•Quality Checking thru MS Access Database
•Document monitoring using database system for quality checking vs. Overseas Bechtel International (OBI) document numbering and coding procedure.
Organizing general manager appointment & schedules.
Receiving and transferring calls
Coordinating between the manager and departments / manager.
Organizing employees personal files.
Keeping records of all documents.
Preparing all kinds of quotations.
Typing all memos.
Taking care of all fax letters.
Time keeper.
Marked and assessed pupils work and recorded their developments, progress and
attainment.
Attending calls and transferring to the concern persons.
Typing letters and confidential memos.
Documents / files keeping.
Taking care of outgoing & Incoming fax letters.
Time keeper.
Taking and placing order to its required place.
Preparing Invoices.
Keeping the records of the market needs.
Organizing employee’s personal files.
Performs word processing and prepares spreadsheets.
Maintain files and records
Perform inventory of all existing textbooks and prepare a soft copy list
Perform off-loading books when they arrive and place them in respective shelf area in the
stores
Perform inventory count of the new textbooks; arrange the stationery supplies section of
the store
Perform an inventory of all items in the store area, maintain office files. Other duties as
required.