Corporate Document Control Manager
Al-Mozaini Real Estate Compnay
Total years of experience :17 years, 1 Months
system implementation, procedures, manuals, rules for the projects.
The Custodian of Two Holy Mosques the King Abdullah Bin Abdul-Aziz’s Project for Development of the Security Facilities for the Ministry of Interior - KAP2 Project.
Construction site includes housing units, administration buildings, security buildings, training facilities, central warehouses, mall buildings, recreational facilities, petrol stations, auditorium halls, medical centers and clinics, mosques, substations, water tanks, watch towers, dormitories.
Other types of buildings and facilities as well as all site development, Landscape, infrastructure and utilities. The scope of works shall also include the Provision of Materials, Equipment, Labor, Workers, Employees, Specialists and other things needed for the implementation.
- Uploading Drawings/Document submittals in Primavera Expedition (CONTRACT MANAGER).
- Receiving / Distributing MOH Inter-Dept. Correspondence to Contractor (SAPAC) & Engineers.
- Receiving/Sending Emails prior to electronic distribution via Expedition sending to User’s Inbox.
- Printing drawings (AUTOCAD - DWG files), DWF files & PDF as per required by Engineers.
- Prepare pertinent correspondence and updating in Oracle Primavera Contract Management System - PCM (Expedition) status.
- Filing all correspondence, submittals: drawings, RFI's, reports in archive room in systematic file structure numbering codes.
- Responsible for the day to day running of the document control function and develop filing system for easy to issuance, storage, retrieval and management of documents to internal and external customers
- Frequently check that all record files required by the Project are being maintained in good order to comply with QA requirements and to provide full co-operation during execution of internal and external audits
- Performs a variety of tasks including, photocopying, scanning, data entry & filing. Accuracy & time awareness, with a certain degree of creativity and latitude is required.
- Transmitting out of commented technical documents and technical queries to Contractors
- Ensure that Project document management procedures are followed by Contractors and Project Team.
- Undertake any other ad hoc projects/duties assigned
- Ensure that the document control function is being performed in accordance with the procedures and in a timely manner.
- Responsible in maintaining hard and soft copies information.
- Issuing and distributing controlled copies of documents/drawings.
- Ensure that the vendor drawings, hard copies and electronic messages are properly logged into the document control system.
*). Set up and implement a document control management department and system.
*). Preparing Submittals for Approval of Consultants all kind of documents like Purchase Order, Material Submittals, Documents Submittals, Shop Drawings, and Markup Drawings, As-Built Drawings, Close-out Manuals, Operation & Maintenance Manuals, Monthly Quality Reports, and Weekly Reports etc.
*). Maintaining Reports and updating the Managers & Engineers about Submittals & Correspondence (Internal & External)
*). Upload and transmit documents into Take Over XP on MS-SQL
*). Provide drawings, standards and technical information to Project staff as required.
*). Prepare and maintain logs of documents issued and received.
*). Ensure proper storage of documents in both electronic and hard copy formats.
*). Supervise and Control the receipt and register of specifications, drawings, & documents for projects.
*). Control the document and data control activities / movements by establishing, implementing, maintaining and updating the documented procedure with strict adherence to:
A) Company requirements
B) Client’s requirements
C) If necessary ISO-9000 standard requirements
*). Investigate options of Document Control Software which may be implemented.
*). Develop the project wide categorization to be used for documents and drawings.
*). To administer the Issuance of documents and drawings for Client’s review & Approval, issue of documents and drawings for Construction.
*). Monitor and supervise in maintaining drawing registers, transmittals, technical query, technical appraisal & reports as per Company Procedure.
*). Maintain files of all Internal and External Correspondence, Minutes of Meeting and other Project Technical documents.
*). Coordinate with Division/ Department/ Project Managers & Senior Staff with regards to Document requirements, issues and compliance.
*). Maintain ISO standard by following & implementing the company procedures and its objectives.
*). Manage the flow of all documentation by working with project teams and responsible for the acceptance of all project documents as per project process.
*). Sustain on going document revision process to ensure that only the most up to date documents are posted within the document depository.
*). Develop and implement work processes, procedures and work instructions to Engineering document control, Correspondence control, Library management, Standards managements etc.
*). Developed an EDMS in MS-Access.
*). Performs other duties consistent with the position, as required or assigned.
*). Managing all commercial and technical documents.
*). Implementing processes and tools, providing system reports, maintaining and updating electronic information systems, distributing documents, and ensuring accuracy of all documentation
*). Ensuring regulatory procedures and changes are followed.
*). Prepare electronic and manual Project documents for close out record retention handover.
*). Establish full process and tools for documentation and correspondence management.
*). Prepare and issue a monthly report on the status of all documents and drawings.
*). Create, manage and maintain an efficient system where all documentation, drawings and any related correspondence are stored and catalogued efficiently allowing instant access at any given time.
*). Co-ordinate the entire Document Control functions and trains DCs.
*). Manage archival activities for controlled documents.
*). Coordinate the flow of information both internally and externally.
*). Co-ordinate with Planning, Cost Control, Accounts, HR & Design Departments.
*). Communicate with the Consultants and Contractors to handle situations pertaining to document control issues and provide solutions based on the Company's standard procedures & practices
*). Coordinate with Drawings numbering and revision.
*). Designed and implemented a Standard document filing system.
*). Maintain a proven QA/QC document control system.
*). Ensure proper storage of documents in both electronic and hard copy formats.
*). Prepare and maintain logs of documents issued and received.
*). Provide drawings, standards and technical information to Project staff as required.
*). Manage and process all documentation to/from the Client, Consultants, and Vendors related to established commissioning and hand-over procedures in consultation with the QA/QC Manager
*). Preparation of various technical reports & documents like Test Packs, QCFs, Loop Folders, Civil and Mech. Files
*). Establish and maintain document distribution matrices, transmittal and correspondence registers for all Project-related documentation.
*). Develop the documentation control plan and procedures
*). Upload and transmit documents into Take Over XP on MS-SQL
*). Establish full process and tools for documentation and correspondence management.
*). Maintain a record of the reviewing process of documents by suppliers and contractors.
*). Create and maintain the Document and Drawing Library.
*). Prepare and issue a monthly report on the status of all documents and drawings.
*). Ensure the traceability and retrieval of all documents at all times
*). Photocopying documents as required
*). Distribution of documentation
*). Update spread sheet
*). Typing B.O.Q and tender documents
*). Deal with highly confidential matters
*). Co-ordinate with various departments
*). Draft letters to Consultant, Client and Material suppliers
*). Co-ordinate with QC & Welding Inspectors and other QC personnel working at site and office.
*). Archive QA/QC Project documentation with indexing and cataloging.
*). Develop and manage information filing system for project deliverable
*). Performs other related duties and assignments as required by the Management
2004-2007 | 3 Years Diploma in Mechanical Engineering January-2002- June-2004 | Office management course 2002-2004 | Intermediate Level (Government College Samundri) 2000-2002 | Secondary (City Grammar School Samundri )
Diploma in Draftsmen (6 Months)