Information/Quality Management System Specialist & Document controller
DNV GL
مجموع سنوات الخبرة :14 years, 4 أشهر
Work Profile:
Responsible for developing the Quality strategy, policies, processes, standards and systems for the Company and its supply chain to operate within. This may include auditing to ensure compliance although this may be carried out by a third-party accredited body
Strategy and Development
Contribute to the creation and implementation of best practice capacity planning vision, strategy, policies, processes and procedures to aid and improve operational performance Contribute to new business initiatives and projects and review and communicate the impact on Quality Management Systems (QMS)
General and Task Management
• Develop the Management Systems strategy and the management arrangements for key milestones, demonstrating solid progress against the plan Manage all external registration requirements to ensure they are met.
• Liaise with external bodies on all matters relating to registration. Maintain and improve, in line with business needs
• Implement all relevant procedures described in the Quality Management System (QMS)
• Ensure that all in-house systems and procedures are updated, revised and modified to meet the needs of external certification bodies
• Update quality documentation and communicate to carry forward lessons learned from quality concerns
• Ensure that all necessary systems and procedures are in place to satisfy all customer requirements and audits
• Introduce new systems and procedures where appropriate
• Train others in all aspects of the quality system and application of procedures
• Undertake regular internal and process audits of the QMS
• Ensure corrective actions are undertaken to address non-conformities found
• Verify closure of non-conformities with Certification Bodies
• Hold quarterly audit performance meetings within the business and with Certification Bodies
• Manage the audit nonconformity database
• Provide detailed analysis of non-conformities
• Ensure ongoing compliance with the Quality Management System (TS16949/ISO9001)
• Attend various meetings and action/communicate instructions
• Produce written reports and make presentations
• Undertake continuous training and development
• Identify business improvement opportunities within the organization
• Develop, implement and manage key performance indicators (KPIs) for each area of responsibility
• Set department objectives/KPIs and review and assess the ongoing performance of direct reports
• Ensure KPIs are met by working to the overall plan, including management of, and reporting
• Report on achievement of targets and identify any actions required
• Ensure that the function operates by any health, safety and environmental policies and procedures to ensure the safety and well-being of staff and visitors
• Conduct risk assessments of processes and tasks in the department
People Management
• Ensure the delivery of the People Strategy within the area of accountability
• Manage, coach and develop a high-performing Quality System team that meets agreed objectives, and delivers best practice results, added value and continuous improvements
• Manage and lead the team, ensuring adequate staffing levels
• Motivate and coach the team to operational success
• Monitor the completion of tasks and ensure good performance and record on appropriate systems
• Consistently promote high standards through personal example and roll out through the team so that each member of the team understands the standards and behaviours expected of them
• Review, implement and update company records e.g. training matrices, performance reviews, risk assessments
• Communicate KPIs from the annual strategic plan so that each employee is aware
• Provide technical expertise to the team
• Manage contractors on-site to ensure they meet legal and company requirements
Work Profile:
Working as Project Coordinator/ Information Management Specialist (Total Facility Management) for Manateq Economic zones and Logistics Parks.
Document Control
• Prepared and issued Document management procedures.
• Coordinate project management activities, resources, equipment and information
• Leads Information Security risk management activities including IT security risk assessment, vendor and procurement risk management, and manages the remediation of identified gaps and issues
• Liaise with clients to identify and define requirements, scope and objectives
• Assign tasks to internal teams and assist with schedule management
• Identifies measurements of program effectiveness and provides analysis to senior management
• Develops enhanced information security training, education, and awareness program including the development of training tools, tips, alerts, and training schedules
• Monitor project progress and handle any issues that arise
• Act as the point of contact and communicate project status to all participants
• Create and maintain comprehensive project documentation, plans and reports
• Supervise the Document Control team, giving training and orientation to DC regarding EDMS and document procedures.
• Post changes and maintain computerized or manual control records and release documents notifying all affected departments as needed
• Issuing reports for outstanding documents
• Production of status reports for weekly/monthly meetings
• Ensuring all hard and electronic copy distribution of controlled documents to the focal point.
• Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
• Effectively following policies to provide support for the quality systems during corporate audits and actively participating in department activities.
• Adhering to and enforcing company policies and procedures related to document control.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
• Working independently to facilitate work group activities in the department.
• Handled the tasks of providing innovative strategies and plans for the development of the organization
• Coordinates with the representatives of the department in disseminating and collecting information
Work Profile:
• Worked as a senior Document controller and Information Management Specialist with HILL intl. for the project of Mall Of Qatar. Built at an estimated cost of up to $1.5 billion USD and 4, 176, 000 sqft Shopping Center.
• In-depth knowledge of document management and EDMS, transfer, preservation and maintenance.
• Extensive knowledge of document control database Management systems
• Maintaining Construction drawings log and monitoring the schedules and regular updates of drawing racks.
• Keeping track of all the inward and outward Correspondence through EDMS.
• Organize training for the project team to use EDMS efficiently.
Document Control
• Follow up with vendors/consultants about whether the emailed file has been received and notify them of any delay in response time.
• Record keeping of received and sent letters to the various consultants and other contractors.
• To maintain proper records for all documents whether inside or outside the company.
• Remove superseded drawings / technical data from EDMS, and replace them with more current data from the site team.
• The drawings and technical data are issued to the site team for review and implementation, any revision to this is to be immediately intimated to the site team and the old records are stored separately for future reference when issuing the latest data to the site team
• Assist PM in the preparation of Fortnightly and monthly reports.
• Backup may be done either electronically or through extra hard copies of a document.
• Prepare, log from EDMS and distribute all outgoing transmittals.
• Receive, log and distribute all incoming transmittals.
• Maintain electronic registers for Letters, MOM, Memos, NCRs, RFIs, DCRs, Reports, Transmittals, Drawings, DPR, and Safety & Quality related documents.
• Maintain central filing of all project documentation.
• Assist to Planning Manager in the preparation of PQ for Vendors.
• Uploading all projects related drawings from consultants & MEP contractors and distributing them to all concerned people for review, input & approval.
• Preparation of a task list and reviewing it in line with the timeline specified in advance. Using the document-numbering system for maintaining the documents.
Work Profile:
Phase II of Mumbai High North (MHN) Re-development Project.
Under the Turnkey Project, L&T working on four well platforms for Phase II. Each of the four platforms will have twelve slots with remote well testing and monitoring facilities from NQ/MHN process complex. L&T have single-point responsibility for the complete engineering, procurement, fabrication & installation of these platforms with total in-house capabilities.
Document Control
• I am responsible for the maintenance and continual improvement of the Document Control Management System as per ISO/TS 29001, ISO 9001:2008 Standard. Monitor the document control requirements on an ongoing basis to make recommendations for any improvements in the system if necessary.
• To establish the Electronic Document Management System (EDMS) in the company and to train the new Document controllers required for various project sites prior to their site induction.
• To co-ordinate with the site, and document controllers for regular and up-to-date dissemination of documents to various levels in the organization.
• To ensure that an up-to-date general filing system including a master file of all types of materials as required is maintained.
• As per Project Quality Plan, project documents are separately maintained for different stages: Enquiry, Design, Construction, Supervision and Maintenance
• Before submitting a document, a document or file must first be checked and approved. This is the task of a document controller the person in charge approves all files submitted.
Receive
• Ensure the correct stamping of all documents in accordance with the prevailing document control procedures.
• Able to receive, register, distribute and file correspondence (in and out) through Logical DOC software system and hard copy documents.
Scan
• Scan and store the approved shop drawings in the database so that the project team can access them.
• Keep current hard copies and file supersede version.
Distribute
• Document distribution by Transmittal System as per Document distribution Matrix for Hard copy and Electronic Document Transfer.
File / Store
• To file all project documents date-wise, subject-wise, sender wise with sequence.
• Maintains and controls the filing system for, Requisitions, Purchase orders, Invoices, etc.
Archives & Retrieve
• Manage archive activities for controlled documents and validation of files.
Document Audit
• Standard Document Control function, i.e. Track the creation, update, approval and versions of documents of all types, ensure compliance with Quality Management Systems, and become the focal point with regard to document tracking and distribution.
Diploma in computer application + Courses in Windows/Linux operating system, hard/software, networking, programming, PC assembling and troubleshooting, Good knowledge about office automation -MS Office (Word, Excel, Microsoft Access, Power Point & Page maker) Tally, Photoshop, Management information system (MIS).
+ Courses in Hospitality administration and Hotel Management
