Document Controller
Al wakeel trading & Contracting
Total years of experience :17 years, 2 Months
Project: ROAD WORKS IN VARIOUS AREA IN QATAR (WQ)
CLIENT: ASHGHAL
CONSULTANT: ITAL CONSULT
Dealing with all the documentation, administration and front desk and store work at sites below listed
All correspondences(incoming, Outgoing)Drafting letters as per requirementPrepare Internal Memos, Circulars and NoticesAll QC department docs(Method statement, ITP, QMP, QOP, QAP, Different plans and procedures, test report)Meterial document such as SAR, MIR, MARHealth & Safety department documents: HSEOR, SEN and Plan such as Rainy Season, project Management, Night shift management and many plans.All the NCR: HSNCR, MNCR, QNCR, PMNCR, MENCR, QSD NCRMaintaning Logs for All the documentaion.Technical: Shop drawing, As built drawing, IFC drawing, CAD.Construction: PTW, permit, Hot work permit etc.Environmental docs: Haulage Permit, Environmental permit.Daily weekly and Monthly report for each department(CMR, CEMP, QMR).Maintaing All sites activities in APMS.
Store Works:
Preparation of MRSRV and SIVUpdating Stocks log in coordination with Store keeper.
Administration:
Office administration such as stationaries, pantry items, office daily needs and petty cashInterview scheduling for new candidatesManagement of office daily needs e.g.Water, office cleaning and maintaing office requirement.
Maintain record and control the engineering library of relevant procedures codes & standards, specification and reference documents contract documents within the document control area.ERP (Enterprise resource planning).ISO 9001 standard documentation system.ACONEX (Web based) documentation systemPerform document control & Quality Management System (QMS).Maintain procedures for maintaining documents and change control of document.Responsible for the effective and efficient document control of all engineering documents, in accordance with the established procedures.Maintain registers of all receipts and issues or submissions of documents and correspondence.Register, log, distribute, track, issue, maintain and control office and site project document.Updating the various Project External and Internal NCR Log Register and also maintaining the Hard copy & Soft copy.Supports audits for Quality Assurance, internal technical reviews, client reviews and ISO Standard Audit.Coordinate all activities related to the Document Controller Procedure, including technical document. Input document data into the standard registers ensuring that the information is accurate and up to date.Record of Material Submittals, Sample Submittals, Document of Civil, Progress Reports and etc.To file all project document project wise, date wise, subject wise, sender wise with sequence.Receiving, dispatching and filing of all technical and non-technical documents in and out of the office.Maintain the full flow / control of documents as per ISO standard.Prepare monthly and weekly reports of all tasks & keeping the photographic log in date order, to support the projects planner.Speed-up documents preparation, creation to records, and information retrieval while maintaining the accuracy and traceability of each documents stage.Impressive organization of records that was became a pattern for most of the staff which also captured the attention of ISO external auditors.Full responsibility of the finished project documents and archive them separately in office store in a highly professional way, as it can be easily recovered in the future.
Procurement
Maintaining All Procurement Document.Ensure the quality and quantity of Material Purchase at site.Create different reports as required by Management.Preparing Purchase order (Local Purchase Order (LPO), Purchase Memorandum (PM), Service Memorandum (SM).Preparing of Comparative Statement of Quotation.Negotiating with the vendors for Rate, Delivery & Payment Terms.Procurement of all kind of Material (Civil Mechanical & Electrical).Maintaining records/Database of various categories of approved Supplier.
KEY RESPONSIBILITIES
Create and maintain tracker for drawing approval process and technical submittals.
Arranging the documents delivery and record keeping of received and sent letters to the consultants/contractors.
Maintain proper records for all documents.
Prepare, log and distributing all outgoing and incoming transmittals.
Ensure that all transmittals are acknowledged.
Maintaining Electronic Registers for Letters, Drawings, Memos, Etc.
Receiving and distribute documents and drawings based on the Document Distribution Matrix to the right department and right person.
Coordinating with Project Manager, Engineers, Consultant and Sub-contractors and all activities related to the Document Control procedure, including technical documents and commercial correspondence.
Uploading all projects related drawings from consultant & MEP contractors and distributed to all concern people for review, inputs & approval.
Print the Hard Copy as requested by project team.
Rename all scan documents and updated in a standard registers and keeping the electronic PDF files for records.
Prepare incoming/outgoing documents, registers and archiving them.
Control the filing system and distribution of all controlled documents.
Arrange documents delivery, coordinate with Project Manager, Clients & Contractors.
To Maintain and keep records of all sent and received correspondence.
To maintain documents registers both incoming and outgoing and other related works
Store Coordination:
Coordinate with store for material issued/received from store against service (job card).Ensure items received from Ensure items received from supplier on daily basis or Correct
Ensure rate of materials are correct on Delivery note & LPO received or pending for materials
Examine and analyze MR (material requisition), ER (Equipment Requisition)
Manage all PMV material stock report
Equipment Service Coordination:
Fix schedule for equipment and machine service with service foreman
Arrange monthly/weekly and hourly basis service accordingly
Analyze the running ratio of equipment and prior plan for service
Raise job card against any service and check all the field should be filled properly
Check start time and end time for service for better coordination
Send Equipment if possible for service or repair to supplier for major problem
Track all the service report if necessary
Make report periodically when supervisor/manager require
Assign Equipment to the site as their requirement
Trace utilization of idle/breakdown machine
Making report of idle/ break down for projects
Manage equipment man power timesheet and equipment time sheet
Inform supervisor/ Manager for necessary action if necessary
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