Senior Document Controller / Procurement Assistant
Abyatona Development and Contracting
Total years of experience :9 years, 4 Months
Responsibilities of Senior Document Controller:-
Maintain the record of documents in hard copy and electronic file and monitor the new SDS (Shop Drawings & As Built Drawings Submittal) MIR (Material Inspection Request), RFI (Request for Inspection), MS (Material Submittal), GS (General Submittal) RFI (Request for Inspection), NCR (Non Confirmation Report), SI (Site Instruction), DS (Documents Submittal) in all disciplines (Civil, Architecture, General, Electrical, Mechanical) and revision for approval and rejected status.
Maintain logs such as (SDS, MIR, MS, MAR MIS GS, , NCR, SSR, SI RFIs, MOM, Reports, Management Plans submittals, Variation Orders, Change Orders, Drawings) and any other technical documents, transmittals and other reports.
Coordinate with the Document Control Lead to develop the Project templates and Project Delivery Platform.
Generating forms/logs as per instruction of VP Project manager.
Maintaining filing system for the projects
Managing team of document controllers to avoid any delay of document submission
Implement and maintain timely and effective document controls process, procedures and systems.
Knowledge about Aconex Workflow submittals and generating template for the Project submissions
Quality check of submitted documents and their compliance to Procedures. Having the right to reject incorrect submissions of documents from/to Contractors with detailed instructions of how to correct documents and proceed with them.
Providing support to Contracts Department team to finalize the contractual documents i.e. collecting
Checking of administering correctness of documents (Template, Document and page numbering, issue / revision identification, document number and classification, short signatures for originator, checkers and approved by etc.)
Provide full admin support to the team
Maintain and update the documents, drawings, transmittals, memos, executive correspondence and communication, Correspondences related to Management Client documentation
Preparing documents as per assigned by top management
Proven ability to establish and maintain an effective filing and archiving system for paper documents and electronic documents and files in accordance with company and archiving procedures
Copying, scanning and storing documents.
Checking of accuracy and editing files, like contracts.
Reviewing and updating technical documents (e.g. manuals and workflows).
To control the submission of all QA/QC Documents and update daily reports.
Follow up with the client for approval on time.
Coordinate with Q.A/ Q.C. Engineers for technical documentation.
Coordinate with consultant Documents controller.
Maintain & update the record of all approved documents and drawings and their distribution clearly.
Teaming up with the other documentation groups.
Responsibilities of Procurement Assistant:-
To handle all the Procurement documents and issue the PO and maintain the PO Log & Invoices.
Research potential vendors.
Total work based on material request (MR).
Make professional records for all RFQ float by engineers.
Make list and records of different quotation comes from suppliers.
Making comparison sheet.
Negotiate contract terms of agreement and pricing.
Maintain the record of purchase order (PO).
Keep coordinate with sites, and store keepers stock update and site requirement of material.
Track orders and ensure timely delivery.
Maintain updated records of purchased products, delivery information and invoices.
Coordinate with warehouse staff to ensure proper storage.
Make the record of supplier’s invoices.
Follow up with finance department for payments of supplier and maintain the record according BOQs (bill of quantity).
Responsibilities of Senior Document Controller:-
Maintain the record of documents in hard copy and electronic file and monitor the new SDS (Shop Drawings & As Built Drawings Submittal) MIR (Material Inspection Request), RFI (Request for Inspection), MS (Material Submittal), GS (General Submittal) RFI (Request for Inspection), NCR (None Conformation Report), SI (Site Instruction), DS (Documents Submittal) in all disciplines (Civil, Architecture, General, Electrical, Mechanical) and revision for approval and rejected status.
Maintain logs such as (SDS, MIR, MS, MAR MIS GS, , NCR, SSR, SI RFIs, MOM, Reports, Management Plans submittals, Variation Orders, Change Orders, Drawings) and any other technical documents, transmittals and other reports.
Generating forms/logs as per instruction of VP Project manager.
Maintaining filing system for the projects
Managing team of document controllers to avoid any delay of document submission
Implement and maintain timely and effective document controls process, procedures and systems.
Quality check of submitted documents and their compliance to Procedures. Having the right to reject incorrect submissions of documents from/to Contractors with detailed instructions of how to correct documents and proceed them.
Checking of administrating correctness of documents (Template, Document and page numbering, issue / revision identification, document number and classification, short signatures for originator, checkers and approved by etc.)
Provide full admin support to the team
Maintain and update the documents, drawings, transmittals, memos, executive correspondence and communication, Correspondences related to Management Client documentation
Preparing documents as per assigned by top management
Copying, scanning and storing documents.
Checking of accuracy and editing files, like contracts.
Reviewing and updating technical documents (e.g. manuals and workflows).
To control the submission all QA/QC Documents and update daily reports.
Follow up with client for approval on time.
Coordinate with Q.A/ Q.C. Engineers for technical documentation.
Coordinate with consultant Documents controller.
Maintain & updated the record of all approved documents and drawings and their distribution clearly.
Teaming up with the other documentation groups
Responsibilities of Procurement Assistant:-
To handle all the Procurement documents and issue the PO and maintain the PO Log & Invoices.
Research potential vendors.
Total work based on material request (MR).
Make professional records for all RFQ float by engineers.
Make list and records of different quotation comes from suppliers.
Making comparison sheet.
Negotiate contract terms of agreement and pricing.
Maintain the record of purchase order (PO).
Keep coordinate with sites, and store keepers stock update and site requirement of material.
Track orders and ensure timely delivery.
Maintain updated records of purchased products, delivery information and invoices.
Coordinate with warehouse staff to ensure proper storage.
Make the record of supplier’s invoices.
Follow up with finance department for payments of supplier and maintain the record according BOQs (bill of quantity).
Responsibilities of Admin:-
Maintain petty cash & Keep the record properly.
Maintain office supplies for department.
Management of office equipment
Maintaining a clean and enjoyable working environment
Making sure that all office equipment is in good working order.
Prepare Time Sheet, daily attendance, daily absent list.
Maintain electronic and hard copy filing system
Answer calls from customers regarding their inquiries
Solving technical and networking problems for office computers
Installing and configuring new hardware/software
Maintain the record of documents in hard copy and electronic file and monitor the new MIR (Material Inspection Request), RFI (Request for Inspection), IR (Inspection Request), NCR (None Conformation Report), SSR (site surveillance report) MOM (Minutes of Meeting), DT (Documents Transmittal) in all disciplines (Civil, Architecture, General, Electrical, Mechanical) and revision for approval and rejected status.
Copying, scanning and storing documents.
Checking for accuracy and editing files, like contracts.
Reviewing and updating technical documents (e.g. manuals and workflows).
To control the submission all QA/QC Documents and update daily reports.
Coordinate with Q.A/ Q.C. Engineers for technical documentation.
Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers).
Coordinate with consultant Documents controller.
Preparing RFI (Request for Inspection), MIR (Materials Inspection Request), MAR (Material Approval Request) Letters etc.
Maintain & updated the record of all approved documents and drawings and their distribution clearly.