Lead Document Controller
AECOM Arabia
Total years of experience :27 years, 10 Months
• Manage/ handle all types of documents (Submittals/ Letters/ RFIs/ Drawings) being used and circulating within the working premises.
• Coding and numbering of all incoming and outgoing documents
• Correspondence logging-in & dispatch/ track/ monitor/ coordinate/follow-up.
• In order to manage the creation, storage and control of documents electronically developed a filing system on Microsoft Share Point.
• Preparation of soft copies of all project related documents to upload the system in order to get prompt access.
• Maintaining a comprehensive filing system on MS share point and retrieval of all relevant office record whenever required.
• Maintaining project correspondence (hard copies/digital copies) which can be stored / retrieved / archived / indexed efficiently
• Receiving /logging of the Incoming correspondence related to the project.
• Maintain an organized system for locating documents; adhere to security and confidentiality guidelines.
• Review reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures.
• Responsible for tracking and monitoring the distribution, submittal and reconciliation of process or reference.
• Providing input for monthly progress report.
• Tracking of Client/ Contractor’s submittals and assigning workflows for design review process
• Ensure that accurate and reliable information is readily available, wherever and whenever required.
• Coordinate in multi tasks and share knowledge on document control processes and procedures with the team. Clerical support to project team.
• Perform individually and with a team as situation demands. Operate office equipment such as photocopiers, facsimile machines, switchboards, and computers.
• Daily Time keeping of the staff & preparation of weekly & monthly reports accordingly.
• Participate, and take pleasure in team work, with colleagues, as an aid to greater company effectiveness with positive attitude
• Established a comprehensive document management and control system for the whole project.
• Ensure the compatibility of the system in viewing the volume and significance of the project.
• Updating of the system whenever required.
• Under the system manage all types of documents being used and circulating within the working premises
• Coding and numbering of all incoming and outgoing documents.
• Receiving /logging in the Incoming correspondence related to the project.
• Ensure that accurate and reliable information is readily available, wherever and whenever required.
• Maintaining a comprehensive filing system and retrieval of all relevant office record whenever required.
• Maintain an organized system for locating documents; adhere to security and confidentiality guidelines.
• Review reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures.
• Day-to-day update of in-out log register, meeting minutes log, preliminary, detailed & construction drawings register, & other necessary registers.
• Responsible for tracking and monitoring the distribution, submittal and reconciliation of process or reference.
• Providing input for monthly progress report.
• Coordinate, multi tasks and share knowledge on document control processes and procedures with the team
• Drafting & Typing of letters (English & Arabic) and reports on behalf of the organization.
• Maintaining project correspondence (hard copies/digital copies) which can be stored / retrieved / archived / indexed efficiently Perform all office functions i.e. filing, archiving, phone calls, meeting scheduling, emails, availability of office supplies & stationery, contacts database, etc.
• Operate office equipment such as photocopiers, facsimile machines, switchboards, and computers.
• Daily Time keeping of the staff & preparation of weekly & monthly reports accordingly.
• Work individually and with a team as situation demands.
• Worked with the SEC, established document management and control system for the Power Generation Station.
• Under the system manage all types of documents being used and circulating within the working premises
• Coordinated and share knowledge on document control processes and procedures with the team
• Coding and numbering of all incoming and outgoing documents.
• Receiving /logging of all the Incoming/ outgoing correspondence.
• Ensure that accurate and reliable information is readily available, wherever and whenever required.
• Maintaining a comprehensive filing system and retrieval of all relevant office record whenever required.
• Maintain an organized system for locating documents; adhere to security and confidentiality guidelines.
• Review reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures.
• Day-to-day update of in-out log register,
• Preparation of technical Report under the guidance of project manager and engineers..
• Acts as liaison between the management and staff, by transmitting memos, instructions and assignments and following up on their status.
• Clerical support to project team.
• Drafting & Typing of letters (English & Arabic) and reports on behalf of the organization.
• Maintaining project correspondence (hard copies/digital copies) which can be stored / retrieved / archived / indexed efficiently
• Perform all office functions i.e. filing, archiving, phone calls, meeting scheduling, emails, availability of office supplies & stationery, contacts database, etc.
• Operate office equipment such as photocopiers, facsimile machines, switchboards, and computers.
• Daily Time keeping of the staff & preparation of weekly & monthly reports accordingly.
• Participate, and take pleasure in team work, with colleagues, as an aid to greater company effectiveness with positive attitude
• Established a comprehensive document management and control system for the significant client of the company, NIKE with ½ million monthly production of soccer.
• Ensure the compatibility of the system in viewing the volume and significance of the client.
• Updating of the system whenever required.
• Under the system manage all types of documents being used and circulating within the working premises.
• Organized a team to handle the system.
• Coordinate, multi tasks and share knowledge on document control processes and procedures with the team
• Lead the team in the direction to handle the working efficiently.
• Set the procedure of Coding and numbering documents.
• Receiving /logging in the Incoming correspondence related to the project.
• Ensure that accurate and reliable information is readily available, wherever and whenever required.
• Maintain an organized system for locating documents; adhere to security and confidentiality guidelines.
• Review reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures.
• Day-to-day update of in-out log register, meeting minutes log, preliminary, detailed & construction drawings register, & other necessary registers.
• Responsible for tracking and monitoring the distribution, submittal and reconciliation of process or reference.
• Acts as liaison between the management and staff, by transmitting memos, instructions and assignments and following up on their status.
• Maintaining all types of correspondence (hard copies/digital copies) which can be stored / retrieved / archived / indexed efficiently.