Document Controller Project Administrator
GHD Global Pty Ltd
Total years of experience :15 years, 6 Months
• Monitor the Incoming and Outgoing Correspondences, Technical Submittals, Quality Documents, and other related documents for pending/open issues and coordinate with the concern Engineers.
• Maintain the accuracy of all Logs and Records
• Maintain a complete and comprehensive controlled copy of project documents as per project procedure.
• Type documents such as draft letters, memos, emails, and other related forms
• Upload all incoming and outgoing correspondence thru EDMS (GHD iConnect)
• Keeping the retrieval and tracking of all soft copies easy
• Manage filing system for the project such as receiving, scanning, photocopying, disseminating, and archiving of documents.
• Assist QS in preparing letters in related to variations and payments.
• Report directly to the Project Manager and performs other duties from time to time as required.
• Prepare monthly timesheet, monitor site staff leave.
• Make sure that all Submissions and Distribution of Controlled Documents are done via Aconex.
• Handling the Documentation of Multiple Fit out Projects.
• Ensuring meetings are effectively scheduled and organized.
• Maintain communication to Subcontractors in relation to commercial documents such as Contracts, LPO and Payment Certificate and correspondence.
• Coordinate, supervise and monitor the Document Control staff activities and deliverables (functional implementation and maintenance of corporate document control systems, work-methods, processes, and procedures at various project sites
• Determine, establish and implement office procedures on the processing of all incoming and outgoing correspondence and submittals, i.e. shop drawing, materials, method statement, Request for Information, etc. and to produce associated status reports.
• Create and enforce guidelines of documents distribution and with proper document filing index.
• Control, administer and check the accuracy of incoming and outgoing documents (submittals, transmittals, specifications, draings, correspondences etc)
• Maintain the accuracy of all the logs and records.
• Establish centralized and efficient filing system.
• Coordinate with consultants and subcontractors to send and receive various reports, drawings, submittals, and other outstanding issues.
• Hold regular review meetings with individual groups within the alliance team to discuss issues, provide help, support, guidance and enable knowledge sharing.
• Collect and record all important documents such as: Contracts, IFC drawings & Specifications, B.O.Q and Building permit/Certificates and ensure the records are accessible with the authorized person only.
• Design, organize and label the location of all documents and samples for easy tracking.
• Assist the team with all administrative requirements and work procedures.
• Manage filing system for the project such as receiving, scanning, photocopying, disseminating, and archiving documents.
• Update and record the received and issued documents using MS Excel and another software system such as: PM Wasla
• Monitors the correspondences, Technical Submittals, QA/QC Documents and other related documents for pending/open issues and coordinates with the concerned Engineers.
• Maintain a complete and comprehensive controlled copy of project documents.
• Train and guide newly hired document controllers the work methods, document control system and project sites procedures
• Assist the Project Manager/Engineers in preparation of minutes of progress meeting, reports, monthly payments and other various documents as needed.
• Report directly to the Project Manager and performs other duties from time to time as required.
• Maintaining a master document register of the latest drawings on a project and ensure that all recipients are Transmitted the drawings they require as soon as new revisions of drawings are received.
• Develop, manage, and maintain the Alliance document control systems, software, processes and procedures working in conjunction with the Technical Manager.
• Responsible for distribution of all the project submittals with the supervision of Technical Manager or Engr. In-charge.
• Responsible to create an electronic and hard copy register of documents and maintain a history of drawing/submittals revisions and transmittals sent to architects, builders, contractors and sub-contractors. This process helps in maintaining controlled documents which is fundamental responsibility of document controller’s position
• Uploading Documents through (propriety software, PMWeb etc..)
• Develop, manage and maintain the Project document control systems, software, processes and procedures working in conjunction with the Technical Manager.
• Maintain document control registers / documents for incoming and outgoing project documents.
• Responsible for Weekly Report/ Status, Statistics
• Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
• Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted.
• Responsible for the Preparation of Dossier
• Archiving data for historical purposes.
• Maintaining efficient document control is essential to companies for Quality Assurance purposes and successfully completing projects.
• Recruit, build, lead, develop and supervise a team of document controllers to support the individual project teams.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Provide help and support on all Document Controllers with regards to document management processes, procedures and software to all project users, both internal and external.
• As QA/QC Document Controller, I am responsible for all the Site Inspections, Material Inspections, Concrete Pour Record and Test Reports, and QA/QC Documents such as Method Statements, Prequalification, and Prequalification Plan submission to the Consultant. Keeping records and making sure that all documents are available in our Server.
• Provide a time management / diary service of Technical Director/Technical Manager in order to ensure effective time usage and to avoid conflicting schedules i.e. Schedule and confirm appointments and meetings
• Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease
• Assist the Technical Director/Technical Manager in preparing presentations, graphs, and statistics to ensure they are fully prepared for their meetings.
• Manage inventory of office supplies the for the Brand team (Letterheads, envelopes, business cards)
• Holding all Sub Contractors related documents (Prequalification and Company profile), Registers, and Submittals
• Maintaining document registers of incoming and outgoing project documents.
• Preparing Letters for Tender Invitations, CDs and Package (Tender Documents)
• Sending questionnaires to the listed subcontractors through emails and fax.
• Follow up with Subcontractors for required documents (Company profile, questionnaires, and samples)
• Compiling all the Subcontractors’ business cards as per trade.
• Responsible for distribution of quotation or any related documents to the in-charge Quantity Surveyor
• Attends all incoming phone calls and electronic inquiries and relays telephone calls and messages.
• Maintain document control registers / documents for incoming and outgoing project documents.
• Ensure that the latest revision and approval status of drawings is kept updated.
• Ensure all hard and electronic copy distribution of controlled documents to focal point.
• Maintain documents for transmittal process for project documents.
• Expedite and maintain acknowledgements to transmittals.
• Expedite responses to transmittals sent for review/comment.
• Respond to queries re: revision status of issued drawings/docs from engineering/drafting personnel.
• Follow procedures and update document control procedures when necessary.
• Manage the electronic and hard copy filing of project related technical documentation.
• Scanning of CD’s.
• Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
• Filing and archiving of documentation to facilitate easy retrieval at a later date.
• Archiving data for historical purposes.
• Maintaining efficient document control is essential to companies for Quality Assurance purposes and successfully completing projects.
• Input document data into the standard registers ensuring that the info is accurate and up to date.
• Generate the various document control reports as required.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Maintain updated records of all approved documents and drawings and their distribution clearly.
Bachelor of Science in Commerce Major in Marketing
