Document Control Manager
Wilson Associates
Total years of experience :25 years, 1 Months
• Manage Documents
• Coordinate with Design Team in USA
• Complete Document Management and Co-ordination with PMC
• Manage the flow of documentation within the organization
• Receives, catalogues and stores hard copies and electronic copies of all internal and external technical drawings, reports and related information in an orderly manner, in line with policies and procedures.
• Updated the Document Register
• Check compliance and quality of Documents
• Distribute Documents to relevant parties
• Liaises with different stakeholders of the Project
• Generate reports on the progress of Documents
• Accurately updates information as required
• Ensure that all electronic and hard copy filing is accurate and is easily retrievable.
• Responds in a timely manner to requests to retrieve information, information searches and general requests for support from project/department personnel.
• Copy, scan and store documents
• File documents in physical and digital records
• Create templates for future use
• Retrieve files as requested by employees and clients
• Maintain confidentiality around sensitive information and terms of agreement
Document Controller Jan 10 - To date
Faithful & Gould, Dubai. PROJECT MANAGEMENT COMPANY (WS Atkins)
Reporting to Project Manager
• Follow document control procedures issued and managing the following: • Produce various documents logs to ensure that the data is available for the project management team. That all superseded documentation and data will be marked as such and separated from the live data, to prevent the unintended retrieval and use. That all current revisions will be made available to authorized users.
• A Master Schedule of Drawings will be established and maintained throughout the duration of the project, with issue at regular intervals or where substantial revisions have been issued. Users will be required to mark superseded hard copies as such to ensure only current revisions are worked from.
• Preparations of Accurate Reports of Documentation Status such as Overdue/Outstanding Action, Under Review, Action Completed, New Submission & Follow-up reports.
• Maintain logs of all project documents (Such as Correspondence, RFI, NCN, NCR, Submittals, CVI, MIR, MS, SD, MOM, TS etc )
• Provide easy retrieval system for project documents.
• Follow instructions issued by the A/E Coordinator.
• Filing of project documents
• Copying of project documents
• Distribution of copies of project documents
• Upload/Download Documents and Drawings to various collaborative websites.
• Coordinate with all parties to ensure that all documentation is being maintained in the Aconex database.
Document Controller Sep. 08 - Jan 10
Tameer Holding, Dubai. REALESTATE DEVELOPER
Reporting to Project Director and Contracts Manager
• Receives and distributes project documents/drawings based on the Document Distribution Matrix to appropriate departments and personnel as required.
• Registers, logs, distributes, tracks, issues, maintains and controls office and offsite project documents and drawings.
• Maintain the metadata of project documents accurately and constantly such as: number, title, revision, status, etc. in accordance with document management system processes and procedures.
• Incorporates documents into library and back up sets of documents / drawings, etc. as requested.
• Ensures that Project Management Team (PMT) and contractors comply with the document management system process and procedures.
• Expedites and tracks the status of all documents reviewed internally by the Project.
• Provides general assistance to the Project Services Manager and members of the PMT.
• Provides assistance to the Contract Advisor and Procurement Specialist for the distribution of contracts, procurement bid packages, and subsequent clarifications and analyses, both within the PMT and with contractors.
• Maintains and controls filing system for Requisitions, Purchase orders, Invoices, etc.
Works closely and liaises with contractors document controls group in all matters relating to document control.
Document Controller Sep. 05 - Sep. 08
KEO International Consultants, Dubai. (Well reputed Designers and Consultants in the region.) Design & Planning Department
Reporting to Design Director
• Manage Document Control system for various projects as per Project QA/QC plans issued by respective project owners.
• Directly responsible for maintaining database records, distribution and archiving of Tender Documents, Proposals/Tenders, Contract Documents, Variation Orders, Claims, Tender Evaluation Reports, Award Recommendations, Financial Reports, Payments/Invoices, in-coming and out-going drawings, correspondence etc
• Tracking incoming and outgoing correspondences using database logs.
• Co-ordinate with project managers to follow documentation procedure.
• Create Document Flow Chart monitor the Process.
• Set up filing system for new projects with proper indexing and file references.
• Create & Implement Project Procedure Manual.
• Develop templates of Project Forms for D&P and PM&CM.
• Create and update log of transmittals using MS Excel.
• Creating smart formulas to pinpoint the status of transmittal and elapse duration.
• Maintain a register of construction drawings and shop drawings.
• Issue the latest revision drawing to concerned engineers and contractors as soon as it received from the Designer.
• Summarize the status of submittal and report to Operation Manager
Administrator/Document Controller Feb 04 - Sep 05 and Sep 97 - Jan 00
STRABAG DUBAI L.L.C, Subsidiary of STRABAG BAU, Austria - Dubai Int'l Airport Expansion - II
Reporting to Project Manager
• General Administration
• Typing letters and reports, maintaining of proper filing and day to day mailing log.
• Preparing and maintaining log of submittals for documents
• Receive & distribute/dispatch documents and site transmittals.
• Create and update log of transmittals using MS Excel.
• Maintain a register of construction drawings and shop drawings.
• Issue the latest revision drawing to concerned site engineers and supervisors as soon as it received from consultant.
• Preparation of Time Cards, time calculation and salary distribution and Petty cash handling.
Site Administrator Feb 00 - Jun 03
SK ENGINEERING & CONSTRUCTION (Associate of SK GLOBAL, KOREA) Ruwais Sulphur Handling Project Phase II for ADNOC.
Reporting to Admin Manager
• Develop and maintaining site manpower data.
• Keep a track of day to day transfer of manpower from/to various sections.
• Maintaining records for the validity of Passport/Visa/Labour Card and updating H.R.D.
• Preparation of Time Cards, time calculation and salary distribution.
• Petty cash handling.
• Typing letters and reports, maintaining of proper filing and day to day mailing log.
• Maintenance and cleanliness of the offices
• Supervisor for some administrative staff, including office attendants, drivers, Messengers as applicable and housekeeping staff.
• Monitor office expenses for housekeeping and general services
• Manages proper office security, keys for doors, cabinets, office procedure for health and safety
• Works with the Managers to plan/coordinate office renovations, space allocation for IT and telephone connections and equipment purchases as directed
• Arrange and manage catering for the site cafeteria
• Arrange for the procurement of common supplies such as printing paper, stationery, etc.
• Liaise with Client's representative to ensure that the common office supplies are arranged for them.
• Ensures that the correct approvals for any expenses follow routine accounting procedures
• Provides recommendation approvals on expenses on any administration purchases
Secretary cum Receptionist Sep 97 - Jan 00
STRABAG Abu Dhabi L.L.C, Subsidiary of STRABAG Gmbh, Germany
Reporting to Technical Manager and Commercial Manager
• General Administration
• Meet and Greet Visitors and Guests.
• Telephone attending and transferring as appropriate.
• Typing letters and reports, maintaining of proper filing and day to day mailing log.
• Hotel Booking and Travel Arrangements.
• Purchasing of Stationery and other office items.
• Receive & distribute/dispatch documents and site transmittals.
• Create and update log of transmittals using MS Excel.
Switchboard Operator Feb 91 - Jun 97
Mafraq Hospital, Abu Dhabi - One of the largest multi specialties hospital in U.A.E
• Attending telephone switchboard with 40 lines and 400 extensions.
BA from Calicut University, SECONDARY from Kerala State Education Board. Responsibilities Assigned to me: 1. Access Control 2. Revision Control 3. Distribution 4. Archiving
As a Document controller I have been responsible for maintaining, updating and archiving master and supporting document files within a company's information system's database. Manage the document control strategy and ensure the proper control and protocols for all proprietary documents. Many of these documents contain confidential trade secrets, bids, and job or product specs. They cannot be left for anyone to pick up and review. As a document controller I may also be responsible for destroying confidential drawings, notes or other related information that does not need to be kept. Document Distribution/Flow My position also requires maintaining Design Specification, Tender Documents, Contracts, Technical Submittals, bills of materials, logging RFIs, Submittals, Correspondences, Invoices for shipping and receiving requirements. I must follow the flow of documents to ensure, or control, their route and proper handling. Lost or misfiled documents can cause problems in accounting, inventory, compliance matters and project details. I must also examine all documents to ensure their accuracy. Post changes or addenda to my documents when they come in also my responsibility. Filing Systems Often manages the filing system or the file room. Responsible for checking documents out to related parties and re-checking them back into the file room upon their return. Knowing where the documents are and who has them is considered part of the job description. Attorneys often request documents from storage. The document controller would check them out to authorized personnel and see to their safe return. Document Archiving Archiving documents for safe storage is an important role. This duty could mean scanning all required documents into a computer system for safe storage on a disk or hard drive. Manual files are filed in a document warehouse for safe long-term storage. Developing a system for fast retrieval is also an essential requirement. The policies may already be in place when I accept a position but once I accept a position that process becomes mine.
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