Achilles Caballero

• Reports and liaise with the Project Management team and effectively carry out document management procedures as well as provide them with technical coordination support with stakeholders in and outside the country.
• Provide full document management role for the processing and maintaining of all customer / vendor / subcontractor data packages from the project kick-off up to the handing over stage.
• Create and update project registries and maintain quality assurance on all contractual deliverables.
• Coordinate inter-office and work-sharing information with the Technical, Project Controls, Procurement, QAQC, HSE, Finance and Legal Departments in a timely manner and implement efficient workflow process, monitor daily progress, and implement modifications when needed.
• Contribute to the development of UAE National employees in a manner which supports the objectives of the corporation and its Emiratization strategy by teaching and guiding them the process and methodologies that is in line with the company’s corporate goal and target.
• Contribute to knowledge dissemination/sharing in a way that assists with building internal capabilities of UAE Nationals where applicable and maximize their effective performance.
• Tracking of Purchase Requests (PR) and Service Requests (SR) raised by Project Managers for their respective sites.
• Coordinate and/or Liaise with the Legal Department in the document preparation for contract drafting or contract amendment requests with the client or with the subcontractors.
• Compilation of Handing Over Document Package to be submitted to the Client which includes but not limited to Contracts, LPO’s, Technical Submissions, Commercial Proposals, As Built Drawings, Delivery Notes, Form 44, Certificates of Origin, Warranties, and User Manuals.
• Managing & Tracking of Customer Acceptance Certificates (CAC) and End User Acceptance Certificates (EAC) to make sure it is aligned with each project milestones and contractual deliveries.

• Reported to the Program Manager as well as Project Managers and Site Managers and updated them with the daily document activities aside from aligning it with the electronic library. • Responsible for the timely action and distribution of Civil, Electrical, MEP and Endpoint documents. • Worked in parallel with the QAQC and HSE Departments for the dissemination of Quality and Safety related documentation such as NCR’s, Method Statements, Material Submittals, ITP’s and Task Risk Assessments. • Develop and maintain a comprehensive filing system and computer database for all documents to be retained in the system and support operations controls, reporting, estimating, planning, document control, project administration, and other support functions. • Supervise Document Controllers of the Subcontractors and ensure pending items are addressed within the allocated review period. • Track & Follow up Letter of Assistance (LOA’s) for subcontractors on site and coordinate with the PR Department. • Generate and manage reports and spreadsheets. • Track invoices turnaround time in coordination with the Cost Control and Finance Department. • Assist on drafting letters and correspondence.
• Manage site stationery and consumables, Assist on accommodation replenishments, Site IT tickets and concerns, Vehicle / Fleet management, and CICPA card renewals. • Lead and supervise the documentation aspect of the handing over process of the project from start to finish.

• Reported to the Program Manager and updated him with the daily document operations and progress • Ensures the timely action and distribution of civil, electrical and endpoint design and for construction documents • Work in parallel with the QAQC and HSE Departments • Work closely with the NOC Department and Maintenance Teams for the timely action and rectification of affected government properties due to accidents and or new projects • Coordinate and facilitate with the different government entities and stakeholders which has interest in the project • Ensure correct document classification, sorting, filing and archiving. • Ensure that existing company documentation standards are consistently followed and regularly checks procedures whenever an update has been issued • Ensures accuracy by reviewing release documents for completeness, proper authorization and system updates • Performs file backup to ensure proper storage and archiving of electronic registers. • Coordination with all related project parties to deliver Design, Civil, Electrical, Endpoint, Approved for Construction up to As-Built documents as per project standard. • Maintain and Compile drawings, file folders, for retention and labeling. • Conduct self-check on documents hard copy and soft copy.

• Assigned in the Civil Department of the City Division managing the civil work documentation as well as the Quality Assurance and HSE Documentation
• Reports and updates the In Country Civil Team for the daily document operations aside from aligning it with the Head Office records
• Log and Track Engineering Change Requests (ECR), Engineering Change Orders (ECO), Site Work Instructions (SWI), Quality Observation Reports (QOR), Non Conformance Reports (NCR), Corrective Action Reports(CAR), Field Observation Reports (FOR), Surveillance Reports (SR) and Request for Information (RFI)
• Maintain and Compile with appropriate Logs for the most updated Top Level Design, Construction Drawings up to the As Built Drawings
• Ensure that pre-established document control requirements are satisfactorily met throughout the project duration
• Help develop, implement & maintain the specialized records management tools (file plan, metadata model, retention schedule)
• Ensure hard copies match with the files in SharePoint and Agile from the site office to the Head Office

• Coordinates with Five (05) Field Document Control Specialists and sees to it that their respective sites (10 Sites) documents is parallel and in line with the information with the Head Office
• Managing the division’s document control system and maintain document database of all the project sites through SharePoint
• Replace Field Document Control Specialists whenever they go on vacation
• Track invoices and LPO’s turnaround time in coordination with the Cost Control Engineer on all sites under the Division
• Check and sees to it all the relevant ATP/ATR’s is attached on the Invoices for approval with corresponding links to SharePoint
• Log, Track & Follow up Technical Queries (TQ’s) on HDS
• Track & Follow up Letter of Assistance (LOA’s) for subcontractors on site
• Compile Reports for submission to the local company counterpart
• Ensures that existing company documentation standards are consistently followed and regularly checks procedures whenever an update has been issued
• Assists and coordinates with Field Document Control Specialists during and/ or preparation for internal audits
• Maintain and Compile drawings, file folders, for retention and labeling
• Conduct quality control - drawings vs transmittals and check against all registers
• Document system preparation for auditing, archiving, retention and hand over purposes

• Managed a 15-man department’s document control system and maintain document database of all the projects tendered.
• Reports to the Group Estimation Leaders, GCC Tender Director, Managing Director and Executive Vice President on regular basis for information regarding current and past tendered projects.
• Draft & formulate official company correspondence and letters to clients, subcontractors and various third parties.
• Coordinate with the different departments and sections involved on Pre-Qualification, Commercial and Technical submissions.
• Quick and On time distribution of Tender Addendums
• Design the cover of the folders to be used in the submission.
• Assists the department secretary and the Tender Team in preparing relevant documents and dossiers during submissions i.e. Commercial Proposals.
• Notification of concerned company departments during a scheduled overnight submission preparation such as the IT, Transportation and Security so in return they can designate an on-call IT technician whenever there will be problems with the printers and network in the middle of the night, designated driver and transport to be used on errands and the security personnel will know which doors will be locked and which will remain open respectively.
• Ensures that pre-established company documentation standards are strictly followed.
• Administer, Maintain and compile Electronic Database for Supplier & Subcontractor Information List, Data of Method Statements for Pre-Qualification and Technical Submissions and Updated Prices & Quotations of materials.

•Establish, implement, supervise and coordinate the Project Document Control (PDC) & Electronic Document Control Systems (EDMS) function for recording, distributing and filing of all project engineering, supplier and construction documentation.
• Reports to the Managing Director daily for Urgent, Confidential and Private Correspondence matters.
• Assist and coordinates with the Tender Department and as well as with the Senior Commercial Director and the Senior Procurement Manager in preparing relevant documents and dossiers in the tendering process.
• Responsible for managing the Company’s document control system(s) and maintain document’s database of all the projects.
• Ensures that pre-established requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
• Implementation of all necessary procedures to ensure that Document Management is carried out at optimum effectiveness.
• Co-ordination of the integration of new and ongoing project documentation into client documentation systems.
• Supervision and coordination of project document control activities related to document production and distribution as defined in the project procedures.
• Manages the flow of document control at site offices by coordinating with all the Senior Document Controllers at the sites.
• Prepares documentation needs for Material Submittals, Method Statements, Request for Information, Transmittals, Request for Change, Schedules and Monthly Progress Reports using Expedition by Primavera.
• Coordinates, control and distribute incoming and outgoing transmittals and correspondences between the Project Team, Consultant, Client, Authorities and various 3rd Parties, initiate replies as appropriate, route matters requiring action to the concerned staff in the department and follow-up to ensure actions are completed.

• Reports to the Director of Facilities and the Army representative and updates them on Project related documents such as ACL’s (Army Contracting Letter), LOTD’s (Letter of Technical Direction) and IHP’s (In House Projects).
• Understanding of the Quality Management System requirements and coordinates with Operations project teams by developing and implementing common work processes and procedures and providing other management and administrative assistance in document controlling and as per Company and US Department of Defense Standards.
• Maintains all Documents, Transmittals, Drawings and Submittals manually and electronically with the in-house document control system.
• Reviews operating reports for content and report compliance. Assists management in the identification of client/customer needs and the development of appropriate work processes to meet identified needs.
• Issue, maintain, store and archive laboratory.
• Creates and updates project execution manuals. Ensures completion of all required reports. Job tasks, correctly performed, impact indirectly on cost containment, efficiency, profitability, or operations relating documentation.
• Also responsible in facilities maintenance document process development which includes revamp of existing systems to better fit intended design of work scope.
• Provide guidance on document control practices and procedures to all functional departments.
• Oversees document trail of Operations Specialists and other administrative personnel.
• Checks and monitors Shelf Life of pre-defined documents and ensures strict adherence on their disposal.