Lead Document Controller
Tecnicas Reunidas
Total years of experience :11 years, 9 months
Lead Document Controller in QA/QC department.
Managing all Documents related to QA/QC.
• Learn & Understand the Client / Engineer document control procedures and document management systems and apply it, throughout the project cycle.
• Responsible for receiving and issuing the Incoming/outgoing letters or documents to/from external parties.
• Responsible to ensure that all the outgoing documents have the proper reference numbers as per the control sheets.
• Responsible for registering all incoming/outgoing technical submittals such as method statements, material submittals, document submittals etc. and updating the status.
• Ensure maintaining the proper filing system of the project records.
• Assisting the PMT in any administrative work.
• Scanning and keep softcopy in all relevant new documents.
• Checking dispatch documents are accurate in term of numbering system.
• Presentation and filing of documents and drawings.
• Responsible for maintaining hard copy information.
• Issuing and distributing controlled copies of information.
• Provide advice on procedures of issue and methods in accessing the system.
• Ensuring all documents as up to date as possible within electronic filing listing out the documents and documenting the project details.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Ensure outgoing documents are in the correct format, register, arrange for delivery, obtain proof of delivery, disseminate and file systematically.
• Assist the QA/QC Manager in setting up the Project Filing Register and on documentation matters.
Other Responsibilities.
• Encoding correspondences emails & business documents both in Microsoft Excel & Word.
• Handling income & outgo calls.
• Organizing and maintaining files.
• Scanning and photocopying.
• Conducting HSE Induction Training to newly hired employees from contractor, subcontractors and vendors who will be assigned and mobilize to site/ offshore project (other task assigned).
• Responsible for obtaining and applying Expo 2020 gate pass for Consultant, Contractor, Subcontractors, Vendors/ Suppliers (other task assigned).
• Maintain the files and control logs as required by the project and generate the various document control reports as required.
• Maintaining soft copies of submittals in common server and personal computer as well.
• Maintain letter correspondence with all area and maintain MOM and update logs on time.
• Uploading Subcontract documents (Agreements, MOM, Correspondences, Reports, Etc.) in Documentum program.
• Responsible for reviewing, circulating & recording all incoming and outgoing faxes, emails and hand deliveries.
• Ensuring quality formats being used adequately for correspondences and possesses the standard Document Management Procedures. .
• Input and update status of document data into the standard registers ensuring that the information is accurate and up to date.
• Conducting HSE Induction Training to newly hired employees from contractor, subcontractors and vendors who will be assigned and mobilize to site/ offshore project (other task assigned).
• Develop and implement processes as per Standard Document Management Procedures.
• Forward Submittals to consultants, client and respective project team for approvals.
• Preparation of transmittals, records and reports.
• Incoming documents distribution to respective engineers and monitoring updates in action taken.
• Maintaining soft copies of submittals in common server and personal computer as well.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Maintain updated records of all approved documents and drawings and their distribution clearly.
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control logs as required by the project and generate the various document control reports as required.
• Responsible for reviewing, circulating & recording all incoming and outgoing faxes, emails and hand deliveries.
• Ensuring sequential numbering system in each and every outgoing correspondence.
• Ensuring quality formats being used adequately for correspondences, submittals, transmittals to clients, consultants, contractors and within divisions and departments.
• Ensure all correspondences reach proper departments.
• Maintaining soft copies of submittals in common server and personal computer as well.
• Bring up quality forms, checklists as and when needed in coordination with QA/QC Engineer for technical aspects.
• Coordinate with QA/QC Engineer for maintaining quality documentation so called, Document Register, Material Register & Drawing Register.
• Responsible for maintaining, updating, preparing and submitting of documents to corporate office for handover of final documentation.
