PMC Document Controller
GS E&C
Total years of experience :27 years, 8 Months
Validates accuracy and completeness of submittals. Receives, tracks, and monitors Material Approval Requests, Method Statements, Inspection & Test Plans, Site Observation Reports, Non-conformance Reports and Inspection & Test Requests. Maintaining hyper-linked logs and supporting the Client in LAN environment.
Allocating sequential references, composing correspondence, compiling reports, studies and data analysis. Receiving, logging and circulating regular packages, technical queries, change orders and field clarifications. Checking correctness, and sustaining deliverables.
Dispatch, receive, record, distribute, archive and retrieve. Creating separate logs for deliverables, purchase orders, subcontracts, service orders. Catalog QA documents on Factory/ Site Accepted Test (FAT/SAT) Reports, and Subcontractor Document Record (SDR), Manufacturer’s Record Book (MRB) and Installation & Operation Manual (IOM). Preserving the Spare Parts Interchangeability Records (SPIR) and other credentials under safe and sound care. Ensured confidentiality of all corporate communications.
Administering the EDMS. Follow-up of all incoming and outgoing documents. Maintaining the project quality records: test reports, material certifications, inspection reports. Preparation of Document Transmittal Form (DTF) and outgoing mail. Complying with the client’s QA & HSE guidelines. Upheld office project files (soft and hard).
Setting up the project correspondence numbering and distribution system. Recording of internal / external documents and maintaining its control registers. Up keeping logs of document / material / subcontractor submittals. Processing purchase orders, priced offers, letters of intent, bill of quantities and payment certificates. Responsible for the organization and arrangement of day-to-day administrative and secretarial activities and duties including document transmittals and its acknowledgements. Updating approval status reports and Inspection & Test Reports.
Maintaining the central Project Filing System. File management of project correspondence, engineering documents, as-builts, non-conformance reports, change order proposals / requests, engineering change notification, engineering queries, field change requests, field work directives, punch list, job instructions, method statements, purchase / service orders, shipping orders, site queries, variation order packages, audit reports, waiver and project deliverables. Apart from the usage of common spreadsheets / database packages, familiarized the in-house EDMS developed to integrate the management and control of projects documentation - BYBLOS.
Archiving feasibility studies reports, detailed engineering design, ITT, bid tabulation, technical bid evaluation and value engineering reports. Custodian of CAPEX/OPEX studies, cost time resource estimate, forecasts, execution plan and project schedule. Ensuring confidential information intact. Maintaining the documentation in conformity with QA prerequisites.
Arranged databases of vendors and contractors. Processed typical templates like bid solicitation, tender evaluation, recommendation and approval records. Receiving, verifying, distributing and filing contractual documents. Assisted in sourcing suppliers, tendering and ordering. Expedited the vendors and monitored delivery period. Collated the shipping documents and interface with logistics for custom clearance of consignments. Involved in the compilation of final dossiers in line with the contract requirements. Safekeeping of progress reports, milestones, provisional acceptance certificates, close-out reports and retention records.
Created the project library. Extracted project-related acronyms and abbreviations, terminologies, codes & standards. Proof reading outgoing correspondence prior to signature and dispatch. Authenticated correctness and fullness of submittals. Maintained independent logs for trend notices, requisitions, purchase orders, specifications, procedures, calculations, data sheets, analysis and layouts. Undertook secure detention of updated records, files and manuals during engineering, procurement, construction and installation phases.
Indexed deliverables. Maintained the document flow chart, follow-up of document status report. Circulation of the documents among the project management team. Instituted and successfully managed the master filing system. Inventory work of all documentation in computerized environment. Undertook secure detention of updated records, files and manuals during engineering, procurement, construction and installation activities. Practiced the Client’s document numbering system harmoniously adhered to the QA requirements.
Organized prequalification documents, Traditional office duties including draft correspondence and clarification requests. Kept databases on cases of non-conformances and recommended corrective actions. Input bills of quantities and assisted in the preparation of tender / contract dossiers. Interaction with site engineers, suppliers, subcontractors, in-house procurement, project, construction departments. Circulation of both incoming and outgoing mail in accordance with project and company procedures. Strived to improve workplace competence.
Reviewed technical documentation for accuracy. Responsible for data input. Assembled data from diverse disciplines to update progress reports and invoice. Kept up to date the inspection notifications, reports and third party certifications. Coordinated with the field engineers and assisted the engineering manager in the preparation of the final documentation. A user- friendly retrieval system was instituted.
Created and updated the plant & equipment schedule, mob / de-mob chart, schedule for plant parts such as valves, pumps, compressors, piping, electrical components and other bulk items. Archiving method statements, project procedures and international test procedures etc. Secretarial support to the whole PMT. Developed and implemented an integrated filing system. Composed reports and correspondence. Following-up the status of document review reports, technical queries, change orders and trend notices.
Performed secretarial functions; data entry and regular administrative tasks. Maintained a range of logs and files. Carried out ad-hoc administrative duties as required. Monitored orders and supplies.
Developed a database to control pre-commissioning, commissioning documents and punch lists. Maintained commissioning and validation procedures. Processed test plans and recorded test data. Supported the documentation supervisor in handing over the discipline dossiers to the end-user.