Document Controller
Midmac Contracting Company W.L.L.
Total years of experience :12 years, 11 Months
Administering document control system and the company’s procedural documentation in compliance with the approved documented process.
Physical management and tracking of documents, revisions, change documentation, and logs in accordance with company policy and regulations.
Controlling issues of all “controlled” documents, issuing revisions to “authorized” copyholders, and ensuring receipt of the superseded copies.
Maintaining and keeping master files of original documents, document registers, and historical/chronological data that may be used by management for contractual issues with clients and other parties.
Ensure that all hand-over documents are filed and stored with backup copies in the fire-safe cabinet
Responsible for day-to-day activities such as general administration, numbering, filling
and archiving of records in controlled manner.
Coordinate all activities related to the Document Control procedure, including technical
documents, drawings and letter correspondence.
Manages the distribution/issuance of documents as per distribution matrix of project owner advice.
Input document data into the standard registers ensuring that the information is accurate and up
to date.
Generate the various document control reports as required.
Typing of site documents and follow up of all the site needs.
Maintain updated records of all approved documents and drawings and their distribution clearly
Maintain the documents and drawings in the Document Control office under safe custody
without any damage or deterioration with easy traceability.
Maintain the files and control logs as required by the project.
Responsible for Site office stationeries.
Assisted in preparing Monthly Timesheet for the workers and and site office staff.
Sponsor: Hyundai Heavy Industries
Document Controller duties:
• Established as focal person for routing Engineering and Vendor documents electronically through web based program (SharePoint).
• Ensures that document is registers are up to date and audit ready.
• Generates/Issues bi-weekly overdue/status reports related to project documents, drawings and vendor documents that require company's review and approval.
• Assists with DFO effort, document integrity.
• Responsible for day-to-day activities such as general administration, numbering, filing, archiving of records in controlled manner.
• Informs Project Engineer on the arrival of the work packs and advises the priority.
• Responsible in issuance of the work packs to designated engineers for review and transmit comments to the contractor for incorporation of any comments.
• Manages the distribution / issuance of documents as per distribution matrix or project owner advice.
• Identifies and monitors all documentation that has a deadline and advises the Project Owner of the status.
• Ensures that all documents have no errors in file names, before submitting to avoid confusion.
• Maintains tracking facility to enable documents to be updated and retrieved easily.
• Maintains status report for Technical Query, Site Query and Deviation Request being issued.
• Maintains the files and control logs as required / Maintains all information and records in the system up-to-date.
• Generates reports on all outstanding drawings/document issued.
• Supports Engineering & Construction as required.
Secretary duties:
• Prepares correspondence, letters, reports, memorandum, presentations and other typing works as necessary.
• Registration, tracking, distribution and dispatching of all Incoming/Outgoing Faxes, Letters, Invoices and Minutes of Meeting. Read and analyze in order to determine their significance and to whom it will be submit/endorse for approval, action and review.
• Assign reference number and Subject File for all Incoming/Outgoing Correspondence.
• Prepares Weekly Report for Incoming/Outgoing Correspondence, this is to ensure action taken items and pending items are properly on track.
• Transferring electronics files to FAP SharePoint for Project Team accessibility.
• Safeguarding and maintaining confidential documents.
• Provides general daily assistance to the PMT in all matters concerning documentation and correspondence.
• Prepares Project SHE&S Weekly and Monthly Man Hours Report.
• Assist in preparing and processing of PMT’s Timesheets, Travelling Expenses/Medical Claims, Business Travel Authorization and Reimbursable Item Request Form for Administration and Accounts Department.
• Assist in preparing and printing Work packs for submission.
• Arrange meetings, calendar and conference rooms for PMT personnel.
• Supports Project Mechanical Completion Team.
• Involve in Handover of materials and Final Handover of Documentation to Operation Department, RG Documents and Standard Section for retention.
• Supports Flow Assurance Project Close-out Report.
• Perform other duty such as ordering food and arranging parking for visitors.
- Greets and screens visitors, attend phone inquiries and assist other staff in the organization with their inquiries.
- Sending out and receiving mail and packages.
- Compose business letters, reports or office memorandum using Microsoft Office Programs.
- Develops a system of filing, record keeping and retrieves & delivers information/documents as and when required.
- Prepares Delivery Notes, LPO’s, Tenders and Submittals.
- Assists with logistics and organizing of various functions, e.g. meetings, hotel accommodation, flight itinerary, car rentals etc.
- Screens the mail and arranges them in order of priority and ensures urgent matters are brought to the immediate attention of Head of Administration.
- Prepares reports and presentations as and when required.
- Ensures timely & proper dispatch of all correspondence & other documents.
- Inquires, records and assists the company and staff regarding the monthly phone bills consumption.
- Address all employees concerns in accordance with company policies and government regulations.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Ordering and maintaining stationery and equipment.
- Maintains secrecy of confidential matters of the Dept.
- Any other tasks assigned by the Superiors.
- Effectively and professionally answered telephone calls and dealt with enquiries.
- Logged information on calls received and maintained detailed records.
- Received deliveries, couriers, incoming faxes and arranged distribution to recipients.
- Handled Incoming and Outgoing Correspondence.
- Provided word-processing and secretarial support.
- Maintained data files for the employees.
- Arranged appointments and booking of meetings.
- Coordinated travels, hotel bookings and other arrangement for staff.
- Maintained general filing system and filed all correspondence.
- Maintained office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
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