SCM Document Controller - Purchasing
Atlantic, Gulf & Pacific Company of Manila (AG&P)
Total years of experience :24 years, 0 Months
• Receive Invoices from Suppliers, Purchase Orders from Buyers and other pertinent documents such as bank guarantee/letter of credit for Request for Payment preparation.
• Evaluate and facilitate approval on all purchase orders and coordinate with Finance and buyers to ensure accuracy of payment.
• Coordinate with Suppliers to augment discrepancy in Statement of Accounts/invoices against Purchase Orders amount and to advice availability of payment.
• Maintain Reimbursement/Liquidation of Department Revolving fund & Credit Application.
• Established and maintain effective filing and archiving system for Request for Payment Registry for paper or electronic documents
• Inspecting Vendor documentation, ensuring all documentation meets Vendor Document Control Standards
• Undertaking document Registration and updates in the Supplier Document Management System
• Performing document Archiving and filing (Electronic and hard copy of vendor documents and drawings
• Assist project in all admin works.
• Preparing and Sending Correspondence
• Over all in-charge in project documentation.
• Responsible for issuing of Engineering drawings & Transmittals for internal review to all concerned disciplines.
• Ensure and perform basic check all updated documents and drawings with signed off correctly, recorded, updated, correct numbering, in correct revision and no obvious deviations from basic standards before issuing to the construction.
• Established and maintained document control library.
• Ensured all drawings, standards, specifications & other project related documents are filed correctly for easy retrieval and reference.
• Ensure on time uploading and issuance of all drawings/documents in the system and updated online to avoid construction delay.
• Ensure all approved documents and drawings are transmitted and distributed properly in construction site by creating and issuing of transmittal.
• Ensure all requirements and company standard are implemented and complied.
• Facilitate squad check of engineering transmittals/drawings and vendor documents and ensure quick turn-around of review by consistent follow-ups.
• Responsible for turnover of vendor manuals, engineering handover books, Engineering drawings to client for review, approval and handover.
• Dealing and promote good relationship with the other discipline, client and subcontractors
Project : Building and Industry Construction Projects and Land Development
New U.S. Embassy Project, Manila, Philippines
(United States Department of State, Overseas Building Operations OBO)
Position: Assistant Admin Officer February 2010 - August 2010
• Formulates and implements administrative rules, systems and procedures.
• Assists the Project Manager in administration such as hiring, disciplining and termination of field personnel, payroll and preparation of government reports.
• Oversees warehousing activities, general services and field purchasing requirements of the project.
• Handles liaison works
• Coordinates and implements the EHS policy.
• Develop and supervise Project Documentation for submission to client and subcontractors.
• Ensures the implementation of the quality plans and objectives of the department.
Worked as a Project Document Controller, Project Data & Management Department (PDDM). Manage supplier and engineering documents to ensure project member is using the latest engineering drawing and vendor data information. Process drawings for Inter-discipline Squad Checking for review by discipline leads within the agreed turnaround days. Stamped the latest vendor information. Update Work Assignment Transmittal Form and notify HO PDDM thru email of new documents/drawings uploaded in the company’s database.
• Prepares a summary of engineering and vendor, report the status of all documents/drawings and notify all discipline leads on a weekly basis.
• Process Work Assignment Transmittal Form coming from Head Office PDDM and register each documents in ProArc/POL Fluor’s in-house database.
• Maintain a uniform system of tracking status of all documents and drawings in database and provides retrieval services as requested by project members.
• Perform a basic check on updated drawings e.g. signed off correctly, no obvious deviations from work flow process.
Awarded: Abraj Al Kuwait Awardee for Contribution OL2K Project - 2007
Norm Cup - Spotlight Award 2008 OL2K Project - 2008
• Coordinating and recording of received documents, assignment of document number, distribution of the copies to applicable parties, and safekeeping of document, including tracking of original document.
• Assignment, tracking and control of all correspondences generated by Engineering Section.
• Responsible for ensuring request for document reproduction and document transmittal are properly authorized.
• Receiving, recording, tracking and transmittal of all documents and correspondence. Responsible for updating of Database (Document Tracking and Control System) to reflect document/drawing progress.
Engineering & Instrumentation Section, Yards Dept.
·Routine office work, and receiving all incoming calls for Head of E&I and Engineers, co-ordinating between Engineers & H-E&I.
·Preparation of all Requisition / Purchase/ Service. And typing all technical and routing correspondences for the H-E&I entire Supervisory Team, Subsequently, maintaining proper technical filing System.
·Receiving all incoming mail and delivering same to concerned Engineers / departments. And checking all incoming invoices prior to submission to Accounts Dept. for further action.
·In-charge in the preparation of Time Cards for all E&I personnel (Onshore/Onsite/Offshore) for submission to Accounts Department.
·Keeping records of all E&I workers, present job assignments for easy and proper reference in case of re-assignment and to coordinate with P.C.S in relation to Monthly Man-hours Reports.
·Preparation of all type of requisitions (SDIVs & SRLs) for Spare / Materials as required in Co-ordination with End Users, and subsequently raise Purchase Requisitions to non-stock items.
·Assume the duties of all administrative functions coupled with the responsibilities of being the co-ordinates on the day to day operation of the company.
·Responsible for day to day office activities such as maintaining/updating records/files.
·Attends to all correspondence, Telephone calls, liaising.
·Taking dictations and records minutes of the meeting.
·Ensures security and safety of all company properties.
·Performs other tasks as may be assigned from time to time.
·In charge of Service Department office operations being responsible for record keeping equipment data/ information and specs.
·Updating of equipment status, equipment availability, man-hours, maintenance cost.
·Schedules preventive maintenance.
·Performs clerical functions for the department to include typing, encoding, photocopying, sorting, and filing of documents and papers.
·Check and prepare timesheets for payroll.
·Handles petty cash for the department.
·Coordinates with Human Resources and Accounting regarding requirements of the department.
·Prepares and process important documents and papers of the department.
·Receives/ distributes incoming and outgoing documents.
·Responsible in routing/ distributing of memos, circulation among the group.
·Sends fax message, local and international calls.
·Answers promptly all incoming calls.
·Prepares personnel expenses.
·Ensures security and safety of all company properties.
·Performs other tasks as may be assigned from time to time.
