Document Controller
Clough
Total years of experience :9 years, 2 Months
WORKING REMOTELY
Quality & Compliance checks on documents.
Control over documentation modification, distribution, issuance (as per procedure) during its
whole lifecycle
Understand the whole Document process or procedure.
Processing, distributing, and maintaining controlled documentation using proprietary software,
EDMS (Fusion and SharePoint), process documents for revision and approval, and monitoring
the distribution and reconciliation of all supplier documents
Ensures document transmittals are accurate and complete
Proactively communicates with Document Control Superiors and internal teams to manage
workload and project requests
Initiates corrective action for continuous improvement of efficiency.
Performs quality assurance and quality control of engineering documents
Update and control procedure documents and forms
Create and manage document hierarchy and process systems via Aconex and SharePoint.
Take charge of all document identification, classification, and filing
Ensure revised documents are accessible
Conform to company enforced specifications and document control procedures
Train document control clerks and delegate and oversee their tasks
Train employees in the company’s-controlled document processes to ensure correct
handling of documents from the ground up
Check and edit incoming documents and prepare for distribution
Ensure proper organization and security of documents (paper and electronic)
Log document requests and help retrieve documents as needed for employees.
Conduct company audits to ensure documents are being followed
Work with auditors to maintain ISO status (internal and external)
Train employees on how to use and access the documents
Develop procedures so that they are standardized
Follow company procedures
Communicate and collaborate with project managers
Designing templates for documents, file types, and document databases.
Assist the Document Control Lead in setting up the EDMS;
• Coordinate with the Document Control Lead to develop the Project templates and Project Delivery Platform
• Implement and maintain timely and effective document controls process, procedures and systems
• Checking of administrating correctness of documents (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
Assist the Document Control Lead to:
* 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;
* Follow appropriate filing of documents.
• Advise the Document Control Lead of errors found in Contractor documents to minimize project costs or schedules;
• Establish and maintain communications to ensure accurate and timely flow of information
• Responsible for the storage of the active and archived documents to prevent damage and deterioration. Also responsible for identifying, collecting, indexing, filing, maintaining and disposal of quality record
Exposure in Engineering Design Team, experience in leading a large Site Document Control team, in addition to the execution of my own document control duties.
Responsible for the effective and efficient document control of all engineering documents, in accordance with the established procedures.
Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
Maintain registers of all receipts and issues or submissions of documents and correspondence.
Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.
Hands on experience in identifying, sorting of Engineering Documents and drawings (Electrical & Instrumentation drawings, plot plans, details, loop drawings, standards, etc.) Quality Management System, EDMS & ACONEX.
Ability to plan, organize, lead and coordinate the Document Control function within our multidisciplinary Engineering group, in order to meet the needs of the projects, proposals and Company’s quality requirements and timely deadlines.
Ensure that Project Team and contractors comply with the document management system process and procedures.
Work closely and liaise with Client, Sub-Contractors’ document control group in all matters relating to document control.
• Assisting HR Department for Leave Application, Leave Balances, Leave
Entitlements, Timesheets, Documentations
• Incoming and Outgoing correspondences for Directors.
• Booking Flights, Hotels, Conference Facilities for Directors.
• Responding to Incoming and Outgoing emails and calls.
• Managing daily office operations.
• Organizing and Maintaining files and records.
• Planning and scheduling appointments or meetings.
• Completes projects by assigning work to clerical staff; following up on results.
Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
Screening phone calls and routing callers to the appropriate party.
Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
Maintain polite and professional communication via phone, e-mail, and mail.
Anticipate the needs of others in order to ensure their seamless and positive experience.
Greet visitors and direct them to the appropriate departments or individuals
Respond to queries in person, via telephone or email
Develop and implement office procedures
Maintain general company record systems to uphold accurate files
Compose letters, memos and emails
Screen documents, book meeting rooms, set up conference calls and take messages
Perform administrative tasks, including filing and photocopying
.,