Document Control Specialist
Stanley Consultants Inc
مجموع سنوات الخبرة :24 years, 6 أشهر
• Receive, scan, distribute, and file project documents to concerned project team members in accordance with the document distribution matrix workflow.
• Liaise with design project team for the preparation of project specific documents like specification, BOQ, design calculation, engineering estimate and special exhibits.
• Prepare and submit project submittals in accordance with contract deliverable.
• Prepares and issues formal transmittals for all outgoing information, letters, meeting minutes and other outgoing documents and performs quality checks (QA/QC) on all outgoing documentation.
• Prepares and issues Technical Queries and RFI’s and monitors all outgoing responses to queries to ensure all actions are completed.
• Preparing and update of drawing, submittal, RFI, and project communication logs and prepare status of overdue & pending report.
• Develop and maintain document control processes for the efficient construction management documents and recording all documentations.
• Ensure that all the relevant Project documentation are registered / maintained in a systematic way in the electronic Document Management System (eDMS) to facilitate document search.
• Ensure that all controlled Quality documents related to the Project are maintained to the latest issue, and that these documents are made available at all locations where operations essential to the effective functioning of the Quality Management System are performed.
• Liaise with project team, Client, Sub-Consultant and Sub-contractors effectively and resolve problems and issue’s relating to documentation.
• Producing document progress reports for senior managers.
• During construction stages of project maintaining log registers of Correspondence in & Out, Engineering Drawings, shop drawings, As Built Drawings, RFI’s, Materials Submittals, MC Dossiers, NCR, WIR, MS, ITP’s, Work Procedures, Field Observation Reports and Internal & External Audit Reports etc.
• Maintaining project submittals, drawings, transmittals, procedures etc. in an efficient manner for quick retrieval.
• Track status of reviews and report status to project team to submit timely response to Client / Contractors.
• Understand and manage client EDMS systems.
• Organize and maintain project files including archives of completed projects
• Works very closely with Project Managers to prepare accurate invoices in a timely fashion in accordance with the contract. Maintain variation / payment track logs.
• Serve as a coordinate member of the Inside Sales team supporting the full pursuit process, from positioning and capture planning through post-proposal submittal debriefing. Primary focus is the opportunity tracking, planning, scheduling, development, and finalization of responses to client requests for qualification, proposals, bids, and presentations that result in contract and/or project awards.
• Perform general administrative duties to document projects in accordance with company and client requirements.
Mar. '04 - Apr. '07 Secretary cum Document Controller
Distribution of all incoming messages and letters to the concerned Executive / Staff.
Registering of all internal and external documents of all projects and maintaining master document register.
Ensuring transmittal of all project related documents including drawings and managing the review process of both internal and external.
Managing and filing of all business correspondence of the company and Archiving data for historical purposes.
Arranging appointments / meeting for the General Manager.
Ensuring that all required reports are generated and submitted on time to all concerned departments.
Arrange for all travel and hotel reservations for office staff and guests of the company.
Receipt of newly approved projects document from the clients and reviewing the same with GM for further action.
Preparing and arranging the material requirements of all our projects in coordination with Project Executive, Accounts Department and Procurement In charge.
Ensuring that projects are invoiced as per progress of work done and reviewing invoices to make sure that all variation works are included in coordination with Project Executive and Accounts Dept.
To be in contact with clients through out the whole stages of the projects to ensure the clients satisfaction.
Feb. '04 - Mar '04 Secretary
Al Otaiba Oilfield Services
(A manpower consultant dealing with all oil companies)
I assigned as a secretary in HRD.
* Screening the CVs, Segregating the CVs, Filing the CVs, Maintaining the CV database and contacting the candidates.
* Typing correspondence & assist with accounts department to prepare employee monthly salary report based on their time sheet.
* Dealing with the Analysis of Job Tenders, short listing the Candidates, selection and Submission of resumes.
* Worked on all kind of job enquiries from major oil companies like ADNOC, ADMA OPCO, ZADCO, GASCP, ADGAS & BOROUGE.
* Handles HRD enquiries effectively.
* Liaison with Clients to ensure mobilization of recruited candidates.
Sep.'02 - Jan. '04 Secretary
Leo Hospitality International Co. LLc
(An Interior Decoration Company.)
Najda Street, Abu Dhabi, UAE
I assigned as System administrative assistant / secretarial responsibilities which includes
* Supports administrative staff in functional use of software. Creating Portable Document Format (PDF) using Adobe Acrobat for the purpose of email.
* Responsible in preparing Tender Documents, collecting quotation & other matter pertaining to tender submission. Comparative statement. Followed up the deliveries of materials to the site.
* Prepares statements & analysis and assists in Accounts Department works.
* Handling busy reception area duties including receiving and forwarding all incoming calls.
Sep. '98-May '02 Management Secretary
SABA INFOTECH
(A Division of SABA INTERNATIONAL (P) Ltd.)
Chennai, India
During this period I worked with the Managing Director's Office under Managing Director and I was assigned as all secretarial / clerical responsibilities which includes: * Typing tailed software programme manuals, letters, memos, weekly / monthly reports, agenda, minutes of meeting, analyses, financial statements by using MS Office package which includes MS Word 2000, MS Excel 2000, MS PowerPoint and MS Outlook 2000.
* Prepares statements & analysis and assists in Accounts Department works. Assist programmers in their projects whenever needed basis.
* Typing quotations and tender documents for government departments and private companies. Assign jobs for document controllers and other department secretaries, as directed by Managing Director.
* Receive/dispatch incoming/outgoing mails.Answering telephone calls. Appointments and diary keeping.Archiving confidential and contracts documents. Keep records and update contracts status. Send/receive mails through email and also operates fax / copier machines.
* Utilize maximum knowledge of hi-tech.
BSc - Physics Bharadhidasan University, Trichy, India. Education - Technical • Successfully completed the following computer courses: ➢ MS Office 2007 ➢ MS Windows 98/ 2000/Millennium / XP ➢ MS DOS / UNIX ➢ Oracle 8.0 ➢ Developer 2000 ➢ Visual Basic 6.0 ➢ C and C++ • Passed higher-grade examination for Typewriting 50 wpm in English language. • Successfully completed and secured D+ Grade in the training course on Oracle 8.0 with Developer 2000 and Visual Basic 6.0 with SCORP Infotech Pvt. Ltd., Madras, India
Academic * B.Sc. degree - Bachelor of Science (1990-1993), Physics major and Mathematics & Chemistry as ancillary subjects Bharadhidasan University, Trichy, India.