Senior Specialist,Document Controller
The Red Sea Global
Total years of experience :12 years, 5 Months
Red Sea Global, Senior Document Control Specialist- Procurement
• Assist the procurement department FF&E OS&E in setting up with Aconex
and Ariba.
• Implement and maintain timely and effective documents process,
procedures and systems.
• Check the correctness of documents, including template, document and
page numbering, issue/revision identification, document number and
classification, short signatures for originator, checkers and approved by,
etc.
• Provide document controls requirements to be included in all Managed
Contracts.
• Review Contractor Document and Drawing templates and approve the
same to maintain consistency.
• Maintain/Update document logs from all Project parties.
• Provide overdue pending document reports to follow-up with
Client/Contractors.
• Take custody of, sort, bind, package, organize, administer, transmit, receive
design and project documents as requested, consisting of drawings,
specifications, contracts, scopes of work, calculations, data sheets, O&M
manuals, Material Requisitions, Vendor documents, reports, electronic files
etc. internally or to the Client.
Mar 2019 - Nov 2022
Riyadh, Saudi Arabia
Red Sea Global, Specialist Document Controller - Finance
• Receive and review all Employee expenses to make sure proper approval
and receipt documentation and log all expenses in the EXCEL database.
• Archive Accounting Department all documents include
Labeling/Numbering all documents for a new Vendor for easy access to the
Accounting Team. File all Contract and Change Order Awarded to vendor.
• Edit the documents as per the required change, Store physical and
electronic documents more efficiently.
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• Provide measures to maintain restricted access to confidential documents.
controlling the data physically and digitally and reduce lost and misfiled
documents.
• Assist the Accounting team in documentation which are vendor, Employee
expenses, and all bank guarantees, etc.
'Receive and review all Employee expenses to make sure proper approval and receipt documentation, and log all expenses in the EXCEL database.
'Archive Accounting Department all documents include Labeling/Numbering all documents for a new Vendor for easy access to the Accounting Team. File all Contract and Change Order Awarded to vendor.
'Edit the documents as per the required change, Store physical and electronic documents more efficiently.
'Provide measures to maintain restricted access to confidential documents. controlling the data physically and digitally and reduce lost and misfiled documents.
'Assist the Accounting team in documentation which are vendor, Employee expenses, and all bank guarantees, etc
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.
Monitor vendor documents as per distribution matrix
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Responsible for follow up approved documents prior for final transmittal
Documents to be transmitted to vendor for approval and comments
Registering of internal and external documents.
Maintain document control registers / documents for incoming and outgoing project documents.
Ensure that the latest revision and approval status of drawings is kept updated continuously.
Ensure all hard and electronic copy distribution of controlled documents to focal point.
Expedite responses to transmittals sent for review/comment.
Manage the electronic and hard copy filing of project related technical documentation.
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.
Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted.
Having full knowledge of ESTS (Engineering Services Tracking System)
Monitoring the assign request in ESTS (Engineering Services Tracking System) and complete within the target date.
Extract the database report form ESTS (Engineering Services Tracking System).
Scanning all Affiliate Drawings/Documents.
Indexing the Documents / Drawings as per respectively discipline (Civil, Mechanical, Electrical, Instrument etc.)
Documentation review, routing, copying and filing.
Prepare progress report and monthly planning schedule for the site activities.
Downloading drawings and other documents from affiliate’s server/EDMS.
Checked & Prepared the Index of all engineering & vendor Drawings/Documents
Overall control of all the incoming/outgoing documents.
Verifying the drawings and segregating in discipline wise for scanning.
Delivering the documents/drawings and indexed softcopy to the affiliates in systematic order.
Maintain and up to date records of all divisions individually.
Prepare the various business Documents, Quotations and Reports.
Handle all kinds of communication by preparing memos of internal & external, within company and various clients.
Receive & log all documents before being forwarded to assignee.
Preparation of Monthly Technical Reports, Updating Employee Technical Training Records, preparation of Technical Training Certificates, employee registration for Technical Training courses. Keeping and updating employee personal files.
Responsible for preparation index-listing system for easy retrieve. Distribution and filing all incoming correspondence and drawings from Client and outgoing to Client
Maintain, update, necessary technical information for company’s Intranet program.
Prepare daybook to transact all income/expenditure data.
Maintain document files and insures confidentiality and systematic retrieval of information.
Receive and log all requisitions before forwarding
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