Jade Gacus

• Reviewed and improved procedural drafts submitted by authors.
• Checked formatting, procedural accuracy, and compliance with internal
standards.
• Routed documents through DocuSign for review and formal approval.
• Archived approved Word files and signed PDFs in the appropriate
SharePoint folders.
• Uploaded finalized and approved documents to the Aconex platform.
• Applied correct metadata and classification according to established
protocols.
• Designed presentation materials using the NEOM template to support the
Head Document Manager and the Reporting Team.
• Delivered weekly updates on the progress of documents processed
through DocuSign.
• Tracked pending approvals and confirmed completion of documents
signed by the Executive Director.
• Created and maintained a library of templates for Capital Projects
documentation to ensure clarity and consistency.
• Reviewed and updated the Schedule of Standard Document Types within
the QMS Library, including short codes used for referencing.
• Supported the Reporting Team with data collection, formatting, and
document preparation.

• Work closely with the Neom Project Control Manager and Directors to develop and
maintain document management processes on Aconex.
• Ensure the Aconex Document Management System is organized and managed in line
with project requirements and NEOM procedures (RFP).
• Oversee the management of project records and information, from creation and
processing to distribution and storage in SharePoint.
• Prepare and generate Project Status Reports.
• Maintain and update the Register Log for Correspondence and Submittals.
• Upload and register documents such as letters, memos, transmittals, and submittals in
Aconex, ensuring all documentation is correctly handled.
• Create and update workflow templates in Aconex as needed to streamline document
control processes.
• Perform quality checks on contractor documents, flag any issues, and return them with
feedback on necessary corrections.
• Initiate documents related to various project stages (e.g., Strategic Definition, Concept
Design, Detailed Design, Tendering, Construction, etc.), ensuring they go through the
appropriate review process with design reviewers.
• Support the Project Director, Design/Engineering Department Technical Director,
Discipline Managers, and their teams through regular communication across various
departments and groups.
• Develop, organize, track, and maintain documentation, including departmental files,
publications, meeting agendas, meeting minutes, staff travel coordination, visitor
requests, and more.
• Offer personal assistance to the Project Management Team as needed.
• Oversee scheduling and appointments, managing daily calendars and schedules.
• Prepare and/or edit documents such as expense reports, memos, and invoices.
• Provide ongoing personal support to the Project Management Team as required.
• Undertake additional tasks as assigned.
• Coordinate meetings and other events

Document Controller
• Responsible for receiving, organizing, and managing all incoming and outgoing
technical documents, such as MATERIAL (MT), PRE-QUALIFICATION (PRS), METHOD
STATEMENT (MST), SHOP DRAWINGS (SDW), INSPECTION REQUEST (INR), INSPECTION
TEST PLAN (ITP), NON-CONFORMANCE REPORT (NCR), DEVIATION REQUEST (DPM),
CHANGE REQUEST (CHR), DAILY REPORT (DRP), REQUEST FOR INFORMATION (RFI),
WEEKLY PROGRESS REPORT (WPR), and CORRESPONDENCE, etc.
• Utilize Aconex for creating and amending workflow templates to ensure efficient
document management processes.
• Perform document control duties, including registering all incoming and outgoing
correspondence and transmitting drawings, technical documents, and related
materials from the project site.
• Maintain confidential records and files to safeguard sensitive information.
• Generate and send the weekly Outstanding Correspondence Report to monitor and
manage pending communications.
• Coordinate with technical project teams and other departments to ensure a
seamless document flow and effective communication.
• Assist and provide support to company representatives and Discipline Engineers in
matters related to documents.
• Manage emails, queries, and distribute them to relevant personnel for their
information and required action.
• Coordinate with Company Drivers for sending and receiving documents, invoices,
parcels, and oversee driver activities.
• Ensure strict adherence to document control procedures and standards.
Responsibilities:
Program Admin
• Log and file all incoming/outgoing correspondence and site documents for proper
record-keeping.
• Prepare correspondence/Transmittals for the client, consultant, and contractor as
needed.
• Ensure the use of appropriate quality formats for correspondences, submittals, and
transmittals to Clients, Consultants, and Subcontractors within divisions and
departments.
• Review and verify all outgoing and incoming documents for accuracy and
completeness.
• Monitor the Authority Log and provide status updates to the construction manager.
• Monitor all incoming correspondence through ACONEX and download documents for
distribution.
• Manage administrative tasks, including office supplies, coordination, and managing
drivers for collecting documents from clients, consultants, and contractors.
• Handle the Leave Process and update Leave Tracking as required.
• Organize and maintain a system based on the projects specific requirements.
• Upload letters and other technical documents to Aconex and facilitate the transfer to
Aconex documents register, transmitting all documents using the Aconex system.

• Receiving all incoming documents from both clients and contractors and
verifying both the hard copy and electronic versions.
• Forwarding the received documents to the SRE/RE for distribution among
disciplines.
• Taking responsibility for distributing documents to the Engineers for their
necessary actions.
• Sending out team-wide emails for all received correspondence.
• Managing the electronic filing of all received documents.
• Adhering to all Document Control procedures and established processes.
• Scanning all incoming and outgoing transmittals and technical documents.
• Registering and uploading all documents into the PAR-LINK® EDMS system.
• Ensuring compliance with document naming standards for documents uploaded
in PAR-LINK®.
• Answering phone calls and assisting while providing information to
SRE/DCM/core team/DC/Executive Secretary as required.
• Assisting with the SRE/RE on the site.
• Monitoring document submission timelines and following up with contractors
and consultants to ensure timely submissions.
• Preparing and maintaining document logs, tracking document statuses, and
ensuring all documents are up to date.
• Assisting in the preparation of weekly and monthly document control reports
and dashboards.
• Supporting the coordination and scheduling of internal and external meetings,
including taking minutes and distributing them.
• Managing the control and issuance of construction drawings and revisions.
• Assisting with onboarding new team members by ensuring access to document
control systems and proper training on procedures.
• Maintaining a clean, organized, and secure physical document archive.
• Coordinating with IT support for troubleshooting document system issues or
user access problems.
• Ensuring proper closure and archiving of project documents at project
completion, following document retention policies.

• Receiving all incoming documents from both clients and contractors and
verifying both the hard copy and electronic versions.
• Forwarding the received documents to the SRE/RE for distribution among
disciplines.
• Taking responsibility for distributing documents to the Engineers for their
necessary actions.
• Sending out team-wide emails for all received correspondence.
• Managing the electronic filing of all received documents.
• Answering phone calls and assisting while providing information as required.
• Entering data for staff/worker records, ensuring accuracy and completeness.
• Updating records for visa, Qatar ID, and Medical Validity for staff/workers.
• Ensuring the accurate update of staff/workers employment contracts.
• Collecting attested diploma/degree certificates, educational certificates, and
employment letters from staff/workers.
• Collecting passport-size photos and attaching them to respective files as
required.
• Responding to emails and providing status updates for record-keeping purposes.
• Maintaining an organized filing system to ensure easy retrieval and tracking of
records.
• Handling transferring phone calls and providing assistance as needed.

• Compiling sales quotations for customers.
• Providing support and assistance to the Sales Manager.
• Preparing and maintaining statements of accounts.
• Collaborating with Shippers & Clearing Agents to facilitate the import
consignment clearance process.
• Coordinating with the Accounts department to manage Purchase Invoices.
• Arranging and managing travel logistics, including itineraries, flight reservations,
and hotel bookings.
• Creating manual Local Purchase Orders (LPOs).
• Managing interactions with stationary suppliers, receiving items, and
distributing them to end users.
• Handling courier-related tasks and matters.
• Offering assistance to fellow employees whenever necessary.
• Addressing inquiries, both in person and over the phone.
• Undertaking various secretarial tasks.
• Ensuring the proper organization and monitoring of file records for awarded
client projects.
• Establishing and maintaining filing systems, including confidential files.
• Researching to retrieve required information effectively