Document Controller
Al Khaleej Engineering & Industrial Consultancy
مجموع سنوات الخبرة :13 years, 4 أشهر
Directly reporting to the Project Director & Sr. Resident Engineer
Responsible for the administration, coordination and reporting
Upload and distribute documents to relevant parties in accordance with the document distribution matrix workflow. (APMS Oracle)
Provide support to project engineering management team with regard to the technical document management
Maintain electronics document management system as well as hard copy records on as per company system.
Work with SRE in change order management, project tracking and document control activities. (All the Technical Documents) (APMS Oracle)
Scans letters and documents etc., and files electronically in the Computer Reference Number sequence.
Compiling project status reports
Coordinate project schedules and projects meetings
Solving all the employee disputes that arise in the office
Documenting and following up on important actions and decisions from meetings.
Ensuring project deadlines are met.
Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
Assures that all completed documents have been signed-off by the appropriate personnel.
Chair and facilitate meetings where appropriate and distribute minutes to all project team members
Work with the Manager in change order management, project tracking and document control activities.
Oversee project correspondences and prepare and review project related emails, letters, proposals, memos, meeting minutes and other documents.
Implements and follows company quality assurance program procedures.
Project Title: Flood Prevention Scheme Phase-2 Package-1 Client: ASHGHAL
Project Description:
The Flood Prevention Scheme in Najma, Old Airport, and Corniche Area consists of 51 Hot Spots. Includes open trench and micro tunneling of 1.5 KM. Pipe laying (HDPE, GRP, UPVC) and construction of 200 Manholes and 490 gullies around the soak ways. The Scope of the Project also comprises the reinstatement and rehabilitation of roads and the cleaning and rehabilitation of existing gullies and Manholes.
Responsibilities:
• Directly reporting to the Project Manager
• Ensure that controlled copies of documents are properly distributed to appropriate staff as applicable and instructed
• Maintain project register of both internal and external documents within the projects as per company Quality Procedures
• Input document data into the standard register ensuring that the information is accurate and up to date
• Control/track/issue all submittals/documents (Design Drawing, Shop Drawing, As-Built, Material Submittals, Prequalification, Method Statement, NCR, SOR, SR, RFIs)
• Maintain the document filing system (both hard copies and soft copies) and create labels and coding for easier access.
• Tracking and Monitoring of documents through the use of standard document management programs to register documents. Maintained database and produced logs, transmittals and other reports as required.
• Register all incoming and outgoing documents
• Ensure safekeeping and maintenance of technical records and master documents (hard copies) stored in the Technical Services Library. Control the flow of technical library documents and file in a systematic order for easy retrieval using a database
• Updating and maintaining controlled copies of Drawings / Documents and maintaining the
Register of the same.
• Perform quality checks on documents by following document control processes
• Controlled distribution of documents to internal departments and sought a proper explanation
• Responsible for handling all older documents and establishing which ones were ready to be archived.
• Maintains the smooth running of an office through a variety of administrative and clerical duties. They handle office schedules, coordinate meetings and visits, organize files, answer phones, and perform a huge array of other essential tasks.
• Maintains the smooth running of an office through a variety of administrative and clerical duties. They handle office schedules, coordinate meetings and visits, organize files, answer phones, and perform a huge array of other essential tasks
Project Title: Design and Build of DHL Administrative Building and Private Warehouse and Design and Build of Light and Industrial and Logistics Units Client: MANATEQ Economic Zone Project Title: Jery Al Samur Development Project (Logistic City) Design and Build of Infrastructure and Roads Client: MANATEQ Economic Zone Project title: Laawena Majlis Shooting Range and Guest House Client: Project Engineering Office Project Title: Lusail City Development Project Client: Lusail Real Estate Development Company (LREDC)
Responsibilities:
• Directly reporting to the Manager
• Assist with the general project administration
• Assist in the preparation of the minutes of meetings with the Chief Resident Engineer
• Demonstrated proficiency with large-scale Document Control management software (ACONEX)
• Updating, downloading, Validating, and distributing the documents across project ACONEX.
• Receiving and facilitating documents for respective construction packages
• Managing the daily/weekly/monthly agenda and arranging new meetings and appointments.
• Scanning of Documents/Drawing Keeping record and maintenance of electronic filing system.
• Handling of incoming and outgoing correspondences for project records
• Upload and distribute documents to relevant parties in accordance with the document distribution matrix workflow
• Control/track/issue all submittals/documents (Design Drawing, Shop Drawing, As Built, Material Submittals, Prequalification, Method Statement, NCR, SOR, SR, RFIs)
• Preparation and Maintenance of Documents Control System related to Drawings and Material submittals all other in compliance with the Quality Control Procedures and to meet the project requirements.
• Generate, maintain, and update the Project Documents Deliverable Register, which includes transmittals, Technical Documents & and drawings, Vendor Documentation, and manuals.
• Provide support to the project engineering management team with regard to technical document management, bulk uploading and downloading of technical documents in the Company using ACONEX
• Ensure safekeeping and maintenance of technical records and master documents (hard copies) stored in the Technical Services Library. Control the flow of technical library documents and files in a systematic order for easy retrieval using database logging registration
• Provide proper document numbering for all documents produced by Technical Services.
Preparation and handover of all original close-out documentation (As Built Drawing) to the Client in accordance with Contract Requirements and compliance with the Project Closeout procedure
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Handling of incoming and outgoing correspondences for project records
Responsibilities:
• Review verify and process accounts payable transactions.
• Generate invoices and verify billing input.
• Receive and process payments.
• Prepare bank deposits and withdraw.
• Follow-up on collections in all companies.
• Audit and check employee and agency expenses.
• Receive and encode the new account of each employee.
• Prepare and input journal entries into the general ledger and distribution of weekly, monthly, and yearly financial reports.
• Verify and process of time card.
• Preparing payroll clerks.
• Ensure compliance with internal controls.
• Manage Inventory.
• Process accurate payable and accounts receivable.
• Responsible for monitoring and safekeeping of medical and petty cash funds.
• Responsible for purchasing, uniforms and other supplies.
• Monitors and update the master list of associates for MPI./YMPI/FDTP/FTECH /TPM
• Monitors the process of recon tract, from Orientation to signing of contract and scheduling of 13th mos. Pay, before endorsing the contracts and other forms to the Admin Secretary for documentation or scanning and filing.
• Preparation of memorandum regarding different payroll concerns every payroll (every 15th, 30th, 5th, and 20th of the month).
• In charge of the application of ATM cards for all associates. This includes handling different concerns regarding ATM cards.
• Property Custodian of confiscated cell phones from MPI. This includes the preparation of the release form for FOMs approval.
• Give Approval Numbers to all clinics/hospitals regarding all associates if they consult there.
• Checks various billing to company clients before sending it.
• Responsible for encoding all issued uniform/medical/.
• Responsible for deducting all issued uniforms to new associates/old associates of YMPI/MPI/FDTP/FTECH
• Encoding of exit clearance/monitoring.
• Monitoring of CASH ADVANCE, process of payroll every 15/30 for MPI/FDTP/FTECH, for YMPI & TPM every 5/20 of the month.
• Monitoring of deduction in medical/uniforms
• Responsible for purchasing all lack of office supplies.(MMG) and to the monitoring of all billing concerns regarding in-phone billing
• Responsible for RISOGRAPH of all forms in (KAMPANANG GINTO), assisting all concerns regarding Mandatory like SSS.PHILHEALTH.PAG-IBIG.
• Responsible for all types of Banking transactions, responsible for reporting all Statement of Account daily, weekly, monthly and yearly.
• Orientation Facilitator.
• Filing of original and copies of all employee’s documents.
• To provide administrative services including diary management, booking meetings, planning events, organizing travel and preparing travel itineraries, correspondence, and prioritizing emails for the Chairman.
• To provide administrative support to the Chairman in implementing organizational projects and programmers.
• To provide administrative support to the Chairman in the leadership and management of the organization.
• To follow up on action points from meetings on behalf of the Chairman.
• To produce reports for the Chairman as and when required.
• To coordinate, attend, and take minutes for the Chairman’s meetings and any other relevant meetings.
• Receive and screen phone calls and redirect them when appropriate. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Handle confidential documents ensuring they remain secure
• Coordination & and liaison with different departments Team members & Institutional Heads and any other duties commensurate with the accountabilities of the post.
• Conducting orientation as Orientation facilitator for old and new employees.
• Assist applicant with their needs
• Recruitment, and Interview the applicant
• Encode employee records to PeopleSoft Oracle
• Prepared all Benefits documents for a newly hired employee called NEOP and discussed it
• Responsible for filling SSS, TIN or BIR 1902-2305, Maxi care, Phil health, Pag-Ibig and BPI Application.
• Responsible for assisting those employees who had problems regarding Smith Barney Account stocks. (Call to the U.S.A)
• Responsible for compiling and processing employee records. I store employees information confidentially and accurately secure files and computer systems.
• Gathering employee information and files for their review, answering phones, and taking notes during departmental meetings. They post job openings, gather resumes and applicant information, and schedule interviews.
• They also support employees all around the company by answering questions about employees files, time-off benefit plans, and other information related to their employees
• Conducting Orientation about Compensation and benefits.
