Document Control Manager
Combined Group Contracting Company
Total des années d'expérience :19 years, 11 Mois
● Prepared and endorsed document control and archive procedures for the document control department.
● Established and experimented Electronic Document Management System (EDMS) for new projects using SharePoint Platform (Al Hamed Commercial, Hyundai Show Room and services hall and Offices, Mubarakiya Infrastructure, and Installation of Flowlines for Injector Wells in North Kuwait (Oil and Gas Project)).
● Prepared training courses and trained the document control team.
● Prepared archiving method for all old projects (around 100 Projects), starting from preparation the hard copies filing area and comparing with the available softcopies (scanned documents) and registration records.
● Designed and created all projects implementation forms (Shop drawings TRN, IR, Submittals, MIR, RFI, SI, etc.).
● Created Document Communication Matrix and document filing index for all new projects.
● Prepared all reports to follow up on all contractual, financial and execution documents for projects.
● Created the flow diagram for all project implementation documents.
● Established all official forms for related for projects implementation (LTR, Shop drawings TRN, IR, Submittals, MIR, RFI, SI, etc.).
● Established document control system (Document Communication Matrix, Transmittals, Submittals and Site Document Requirements/Conditions, Documents Logs, Distribution, Documents Flew, and filing Index).
● Leading FAS Document Control Team in all projects (Kattameya and Mansoura Malls) / (Aeon and District 5 Residentials).
● Maintaining, evaluating and developing document control systems to meet company / project’s needs.
● Following up the performance of the DC team on a daily basis for all projects to ensure that the flow of documents and information is going accurately and smoothly.
● Providing training to the new staff.
● Preparing reports and presentations related to document control tasks and activities.
● Providing regular Quality Assurance / Quality Control (QA/QC) Auditing Documents Registration and Filling for both hard and electronic copy
● Following up all documents effecting to projects progress activates (Time, Cost and Technical) and collecting all documents/information related to each contractual case and
● Supporting Contracts and Procurements Departments to set up the (Technical and Financial Offers, Tenders Package, Contracts, Purchasing Orders …etc.) and following up all the previous mentioned documents starting for initiating to implementation.
● Work closely with subcontractors, cost control engineers, warehouse Team, QS engineers and finance to execute subcontractor’s contracts/ supplier purchase orders (PO) includes payments/Invoices.
● Provide an interface to IT Support for Document Control issues, which include process enhancements to existing software, developing recommendations for new hardware and/or software that may benefit the Document Control environment.
● Work Closely with IT team to overcome for any issue facing Document Control Team and develop work methods using the best available software, and requesting a new hardware that support the Document Control environment.
● Handed-over Mall of Arabia, Tanta, Town Center, IKEA-6 of October including all close out documents (As-Built Drawings, O&M Manuals, Warranties, Commissioning Report, Subcontractors and Suppliers List and…etc.).
● Established document control system of Jeddah Airport City project one of Head Office Projects.
● Work under FAS Energy Co. to prepare Ben Ban (Aswan-Egypt) Solar Energy tender documents (Both Technical and Financial Tenders)
• Led the document control team of Mall of Arabia (MOA) project.
• Evaluated and maintained the document control system of both company and project including (correspondences / technical documents records forms, filling coding system and documents flow …etc.).
• Processed and followed up day-to-day company correspondences and project implementation documents.
● Organized meetings, scheduled appointments and prepare the agenda and meeting minutes.
● Managed the supply and maintenance of all office equipment.
● Managed internal warehouse audit to verify accuracy of records and prepared the regular financial warehouse status reports.
● Arrange business trip includes flight and hotel reservation and provided necessary support.
● Cooperated with other departments in managing the entire administrative activities.
● Prepared department and office budget in coordination in finance section.
● Worked closely with public relation team to provide governmental authorities to complete the Mall of Arabia -Phase I operation license.
● Worked with FAS Energy Co. to prepare the tender documents of Ben Ban Solar Energy Project (Aswan-Egypt)
● Assisted Head Office managers to process job applications and respond to queries
● Organized and take part in interview procedures as required
● Prepared and maintained employees’ files and databases.
● Performed Employees payroll and benefits.
● Managed office administrative tasks and activities.
● Purchased supply of required office materials.
● Liaise with governmental entities to follow up on registration and required licenses.
● Followed up project material and steel shipments.
● Established and started up document control system.
● Prepared company and implementation project forms.
● Prepared company and implantation flow diagrams
● Support Head Office Finance Department to process payment requests of Egypt branch.
• Received, sent, checked, logged, distributed and followed up all water sector documents (letters, reports, submittals, transmittals, invoices …etc)
• Received and followed up regular water treatment chemicals supply requests of the Municipality of Baghdad.
• Received and followed up all fuel supply requests provided to the water and sewage stations generators.
• Illustrated all documents flow structures in the Microsoft Power Point.
• Provided statements and document status reports to the director.
• Maintained and updated the filing system (hard and electronic copy).
• Received /sent all incoming/outgoing documents for security and justice sector.
• Checked quality of documents and monitored processes.
• Maintained updated records of all approved documents and drawings and their distribution clearly.
• Illustrated and established implementation documents flow structures in the Microsoft Power Point.
• Established the files system for both Hard and soft.
• Trained the new employees and Iraqi contractors on the documents control system.
• Maintained the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Controlled and coordinated all activities related to the Document Control procedure and improved a document control system.
• Processed incoming/outgoing documentation (letters, submittals, transmittals and reports, etc.).
• Performed regular audits on corporate documents.
• Established, maintained and audited the master documents register.
• Created and maintained a filing system.
• Supervised and trained all administration employees in the company (Iraq-Branch).
• Processed outgoing correspondence (checking, sending, distributing and logging).
• Processed incoming documentation (checking registration, internal distribution, archiving).
• Maintained & ensured that all electronic and hard copy filing is accurate and is easily retrievable for the Project Document (Letters, Variation Orders, etc.)
• Responded to requests from Project Manager and other departments regarding project information and correspondences.
information and correspondences.
• Created lesson plans.
• Prepared and delivering lectures.
• Created and supervising laboratory activities for students.
• Maintained classroom records.