Document Controller
WoodsBagot
Total years of experience :16 years, 0 Months
• Implemented and maintained document control processes and procedures
• Managed the flow of documents either in electronic form, in e-correspondence, or on paper, ensuring that the documents are issued in the proper format with the proper addressees, both internally and outside the company
• Processed outgoing documentation, including transmittal of electronic or hard copies to IOCs, shareholders, suppliers, and other third parties
• Ensured that controlled copies of final approved documents are distributed internally and externally to relevant stakeholders
• Carried out general document control activities such as photocopying, scanning, numbering, and all other aspects related to document quality
• Assisted in the preparation, collation, and issue of reports and customer feedbacks as required
• Monitored technical document reviews and approvals per the agreed schedule as may be required
• Followed up on circulation forms issued for information or signature, tracking, and filing of all communication and approvals from shareholders
• Implemented approved department/section policies, processes, systems, standards, and procedures to support execution of the department/section’s work programs in line with Company and International Standards
• Planned, supervised, and coordinated all activities in the assigned area to meet functional objectives
• Arranging meeting with Client, PMC, Consultants and Contractors.
• Assisting the PMC director and Senior Project Manager.
• Establishes a document filing system for soft copies of all incoming and outgoing documents
• Register files and retrieves all incoming and outgoing documents.
• Maintains all documents in accordance with the project communication protocols and the document control project procedures.
• Uses document management software to file soft copies of incoming and outgoing documents, which is to be kept up to date at all times.
• Reviews the incoming drawings checking for completeness and accuracy of drawing transmittal sheets and notifying the consultants accordingly.
• Maintain copies of all submitted and approved contractors shop drawings and calculation files.
• Tracking the pending documents through weekly progress reports.
• Notifying the involved party for taking appropriate action on the pending documents
• Archiving of documents and the handover of all required documentation to the client under the supervision of Project manager.
• Perform other duties as assigned by line manager/ supervisor
• Being point of contact for a range of staff and external stakeholders
• Assisting team for arranging and schedule meeting rooms.
• Assisting Senior Managers.
• Ordering and taking stock of office supplies.
• (Deliverable Technical Review-DTR, Request for Information-RFI, Field Change
• Request- FCR and Field Change Notification- FCN).
• Responsible for processing of DNR, Drawings, FCR, FCN, DTR and RFI distribution
via transmittal in ENEC-DCRM for processing.
• Responsible for processing of Management Approval, Gate Pass, CI Access, CICPA LOA and
• Onboarding of all ENEC contractors.
• Handling Permit to work of all ENEC contractors (ACC, ATLAS, KEPCO, HSJV and Halo)
• Manage archiving, scan of documents and upload in ENEC shared folder.
• Provide information and assistance to project team, engineering, and other
employees who interact with document control.
• Record incoming and outgoing ENEC work inspection request.
• Act as a coordinator for Chicago office and Barakah site office for all documents that
needs to be process and needs response immediately.
• All administrative task, including processing of gate pass, accommodation and other
request of S&L employees assigned in Barakah.
Personal Assistant to MD
• Plans, coordinates and ensures the MD’s schedule runs effectively, acting as the gatekeeper to his diary. Works closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up as appropriate
• Manages all incoming correspondence (emails, post, telephone calls), organizing in a systematic way.
• Determine the appropriate course of action, referral, or response, acting directly on behalf of the MD.
• Completes a broad range of administrative tasks for the MD for both business and personal matters. Including but not exhaustive - composing and preparing correspondence, arranging complex and detailed travel plans, compiling documents in preparation for formal meetings, taking minutes of meetings and circulating to relevant parties, arranging social occasions, private reservations, making plans for senior visitors as appropriate
HR Generalist/ Accounts Assistant
• Assist with day to day operations of the HR functions and duties
• Provide clerical and administrative support to Human Resources executives
• Compile and update employee records (hard and soft copies)
• Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
• Coordinate HR projects (meetings, training, surveys etc) and take minute.
• Deal with employee requests regarding human resources issues, rules, and regulations
• Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc)
• Conduct initial orientation to newly hired employees
• Working closely with various departments, increasingly in a consultancy role, assisting line managers to understand and implement policies and procedures;
• Promoting equality and diversity as part of the culture of the organization;
• Liaising with a wide range of people involved in policy areas such as staff performance and health and safety;
• Recruiting staff - this includes developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing and selecting candidates;
PRO
• Applying quota for the position required.
• Processing and applying visa in Ministry of Labour and coordinate for the stamping.
• Ensure the respective personal files are complete with all documents for each employee
• Submit required documents for processing of medical insurance and Emirates ID.
Document Controller
• Incoming / Outgoing documents
• Responsible for documents distribution in each Department for their action
• Scan all pertinent documents and ensure the copies are uploaded in each project folder.
• Manage archiving of documents.
• Devising and maintaining office systems, including data management and filing
• Responsible for Tender Invitation for every project
• Maintains, under the direction of the design/technical manager, a register of all design drawings fully updated with the latest revisions.
• Provide information and assistance to project team, engineering, and other employees who interact with document control.
Present, promote and sell products/services using solid arguments to existing and prospective customers
• Perform cost-benefit and needs analysis of existing/potential customers to meet their needs
• Establish, develop and maintain positive business and customer relationships
• Reach out to customer leads through cold calling
• Expedite the resolution of customer problems and complaints to maximize satisfaction
• Achieve agreed upon sales targets and outcomes within schedule
• Coordinate sales effort with team members and other departments
• Analyze the territory/market’s potential, track sales and status reports
• Supply management with reports on customer needs, problems, interests,
competitive activities, and potential for new products and services.
• Keep abreast of best practices and promotional trends
• Continuously improve through feedback