Edgar Defonturom

Reviews existing document control system and recommend improvements to avoid deficiency in effective document tracking.

Reviews and updates list of the all files available in the department and implement new and approved fling system.

Devices and maintains effective document tracking system.
Reviews existing storage facilities and recommends and implements effective safe-keeping of all documents.

Implements fast-track document accessibility in accordance with international practices and benchmarks.
Organizes in-house presentations to keep all the staff abreast of the latest practices and techniques in this field.

Performs other related duties as needed upon request by the immediate supervisor.

• To ascertain the necessary administrative requirements of document control for the project, formulate procedures to suit and thereafter fully implement using the document control software system.
• Take possession of all incoming documents, check the accuracy of the transmittal notice and then record the information in the relevant document register.
• Identify the respective internal and external recipients for all incoming documentation, make clear and legible copies and issue as required with the requisite transmittal notice.
• Identify the respective internal and external recipients for all clients’ initiated documents, make clear and legible copies and issue as required with the requisite transmittal notice.
• For all outgoing documents, record transmittal notice information in the relevant document register.
• Maintain at all times a whole and complete control copy of project documents including drawings and details, and all other fundamental project documentation.
• Maintain a product library for all material samples and product data sheets.
• Maintain a library of all Subcontractor Company Profiles, and Prequalification Questionnaires.
• Register and store for the duration of the project all unawarded subcontractor and supplier Tender submissions.
• Upon completion of the project and in conjunction with the project and commercial departments properly archive project documents as instructed.

Maintaining a register of all QA/QC documents such as Material Submittal, Material Inspection, Inspection Request, Work Notification, Method Statement, Site Clarification Request, and Request for Site Inspection, and Non-Conformance Report.

Updating of Site Folder of all QA/QC documents.
Prepare Shop Drawing Submittal / Document Transmittal prior to the distribution of drawings and other documents.

Maintaining a Drawing Register for the entire project.

Prepare cover sheet for Material Submittal, Site Clarification Request, Method Statement, Work Notification, Method Statement, and Non-Conformance Report.

Assist QA/QC Engineers on raising inspection, such as Material Inspection Request, Inspection Request & Request Site Inspection.

Compiles and manage the Project Library
Secures all documents required for the site folders
Keeps soft copy registry of final site folder documentation in server registry for site folder documentation
Monitors and records all documents released internally in ADC
Monitors, records and updates all documents for the final Site Folder for submission to Ericsson
Extracts and files as built soft copies and hard copies together with construction drawings required for the site folders.
Coordinates with all site engineers for all documentation requirements for site folders
Prepares and photocopies documents to be used by site engineers’ onsite. Includes permits, clearances, soil reports, TSSR’s, approved construction drawings, segregation plans, etc.
Photocopies and issues approved construction drawings, soil reports and seg. Plans for Implementation, CAD and Structural groups.

Maintain latest design drawings for construction.
Maintain a drawing Register of design drawings from the consultants and our own Engineering Department. Indicate status of said drawings to build the drawing history.
Receive shop drawings / sketches, RFI’s (Request for Information), and Site Instructions & distribute / transmit these drawings, instruction and information to managers, site engineers, consultants and subcontructors for review or for construction.
Prepare Document Transmittal prior to the distribution of drawings and other documents.
Reproduce drawings of various sizes for distribution purposes.
Mark and file superseded drawings for future references.
Assist Administrative Engineer in the formulation of Recorded Works and issue to subcontractors.
Assisting AutoCAD operators and Administrative Engineer in preparation of As-built drawings.
Prepare and Archive drawings and documents used by Operations for safekeeping and retrieval when this information is needed in the future.