Senior Document Controller Cum Executive Assistant
Premier Composite Technologies
Total years of experience :15 years, 8 Months
• Maintaining drawings schedules and tracking the timeline of approval for the drawings and comments from Client
• Coordinate with the Team leaders regarding the work schedule and drawing schedule
• Coordinate scheduling and extensive calendar management
• Monitoring the designer’s output and ensures their design deadlines are met
• Lead, manage, and maintain the document control system across the ERP system, and other document control systems
• Maintain a record of controlled documents both incoming and outgoing
• Review and update the document control procedures and processes
• Main point of contact between the head of department and both internal and external parties
• Assist the production, quality and planning for the approvals. And ensures that the project deadlines are met.
• Providing the KPI Weekly Project Report to technical Design Manager
• Reporting directly Working with the Technical Design manager to ensure that a suitable strategy, processes, procedures, and systems are in palace to manage the documents effectively
• Hold the regular design meetings with the design leader and technical manager to discuss issues, provide help, support, guidance and enable knowledge and sharing. Prepare summary presentations and reports
• Fully manage internal and external meetings, workshops and bookings (hotel, dinner, entertainment, meeting room set-up, stationary and other logistics
• Perform other job-related duties as assigned by the manager and the team
• Participate In organizing the Company events for employees
• Coordination with PRO / HR Team regarding related task and documents for the department
• Monitoring / approving all kind of leave of the Department, authorizing timesheet, and monitoring the task of the team
• Establish and maintain Document Control Centers for the project in line with the ISO standards and the company policy and procedures to assist the project management, to locating any type of document required for the smooth execution of work on site.
• Used ACONEX system to receive, register, distribution and storage of correspondence, specifications, procedures, tender documents, vendor data, As- Built drawings, Material Submittals, Change Order/Proposal, Engineers Instruction, Variation Orders, Reports etc.
• Supervise the document control activities with strict adherence to ISO Quality Standard requirements and Company policy.
• Implement and maintain document / data control procedures.
• Establish and maintain easily accessible and controlled central filing system.
• Develop and maintain database register for correspondence and documents.
• Record and control the incoming and outgoing correspondence from and to the site and ensure easy accessibility of documents, drawings and contract documents and amendments, as requested by the site management. Making weekly and monthly Reports for Clients
• Manage all the documents that accumulate in our Daily business and files them correctly in an electronic file and in cabinet and every authorized employee has access on the documents from their own workstation
• Manage and maintain efficient filing and document control system for recording and tracking of all documents and drawings for all project team
• Responsible for preparing and sending transmittals, submittals, letters, and quotations to clients. And ensures that all are goes hand in hand.
• Directly reporting to Senior Manager and Operation Manager to give them updates of the Site and production output, Manpower.
• Ensures that the quality system management is observed in the documentation process (process of incoming & outgoing documents, form numbering and coding, revision of documents, and security of documents & control of records).
• Establish, implement and maintain the quality management system and continually improve its effectiveness in accordance with the requirements of ISO 9001:2008 International Standard
• Implementing the paperless documentation and filing also the traceability of all records
• Ensuring that the ZERO Complain is observed and the control of documents is in the right process
• Over-all in charge of managing office procedure and documentation. Directly reporting to the Project Manager. Close coordination with the Construction Dept. in relation to the preparation of Site Progress on a daily basis to be forwarded to the Planning Dept. and updates of the site drawings, SRF/RFI and site memo and other related site documents.
• Logs/tracks and updates all incoming and outgoing correspondences of the project such as letters, memos, Request for Information, and Submittal Review Forms using Primavera Expedition Version 10.5
• Prepares Submittal Review Forms and Request for Information from Nominated Subcontractors to be submitted to the Consultant.
• Review all Billings and Change orders of the Nominated Subcontractors before submitting to the Consultant for approval.
• Prepares some of the attachment of CQC Monthly Report and Monthly Progress Report.
• Coordinates with the Nominated subcontractors for their Master Submittal Log and other office related documents.
• Responsible in delegating document control works and responsibilities to subordinates in the Document Control Department.
• Responsible for filing and safekeeping of all the documents of the Project.
• Helps in overseeing the proper use of all forms by every department and sees to it that they conform to the standards and procedures set by the project.
• Ensures the implementation of quality plans and objectives of the department and project assignment
• Responsible for checking the estimated value and quantity of department scope.
• Responsible for checking the data entered in the company online (HACCHU SYSTEM)
• Monitoring the total scope, pending items and delays of plans
courses: How to Become an Effective ISO 9001: