Document Controller
Hyder Consulting Middle East Ltd.
Total years of experience :23 years, 5 Months
Establishes and maintains an up to date Document Control system.
Scans documents for distribution as PDF copies to designated recipients.
Records all incoming and outgoing correspondence, drawings, specifications, minutes of meetings, other project documentation, etc, and file in accordance with the company filing system, all in a timely manner.
Maintains a hard copy reference library of all documentation which ensures quick and easy location and retrieval of information.
Tracks correspondence through to close-out.
Produces regular reports of outstanding actions/responses on correspondence, minutes of meetings and other documentation.
Sends and receives correspondence, drawings, RFI and any documents related to the project.
Files documents to Hyder SharePoint site
Receives and encodes data of all incoming documents such as correspondences (letters), CD, drawings in office control logbook for future reference and use.
Prepares transmittal and drawing list for submission to the client.
Encodes all office outgoing documents (letters, CD, Reports) in office control logbook for future reference and use.
Downloads and uploads documents and drawings from or to the company ftp server.
Maintains a document register for incoming and outgoing letters, transmittal, RFI, CICS, Minutes of Meeting and to all documents pertaining to the projects.
Maintains the filing and documentation in our department in compliance with our company system.
Controls and maintains the entire MEP correspondence at the project
Asist the Project Manager in preparation of all documents.
Filing and logging documents directed by the Project Manager.
Controlling all the shop drawings, design drawings and all technical documents. Managing the documentation through easy tracking system.
Specific responsibilities
Routing all documents received effectively and with no undue delays
Generate any project-specific reports as required by the Project Manager. Prepare progress reports for Inspection Requests, Material Inspection Requests, Non Conformance Reports, Quality Observation Reports & Site Instructions and weekly and monthly basis for meetings.
Updating the tracking log of drawing flow sheet as and when the approved drawings are received from the main contractor.
Update the tracking log of the Technical Submittals.
ll records must be legible, dated, identifiable and traceable to the activities involved. They must be stored and maintained in such a way that they are readily retrievable and protected against damage, deterioration or loss.
Records must also be kept in electronic format. Data integrity and security including back-up data, must be ensured.
Provide feedback and assist the Project Manager in the preparation of monthly project report.
Responsible for the petty cash fund of the project.
In charged for all MEP Projects in document controlling
Maintain record of all inward/ outward correspondence/ documents and the Project filing system.
Ensures/ forward all submittals to the clients under signature of Project Manager
Timely update all on line schedules/ logs (registers)
Checked/ ensure the completeness and acknowledge all incoming documents
Timely distribution of all documents as directed
Established and maintained an up to date Document Control system.
Scanned documents for distribution as PDF copies to designated recipients.
Record all incoming and outgoing correspondence, drawings, specifications, minutes of meetings, other project documentation, etc, and file in accordance with the company filing system, all in a timely manner.
Produce regular reports of outstanding actions/responses on correspondence, minutes of meetings and other documentation.
Send and receive correspondence, drawings, RFI and any documents related to the project; for World Trade Center Doha thru Aconex an online document control management.
Filing documents to Hyder SharePoint site
Prepared transmittal and drawing list for submission to the client.
Download and upload documents and drawings from or to the company ftp server.
Maintained a document register for incoming and outgoing letters, transmittal, RFI, CICS, Minutes of Meeting and to all documents pertaining to the projects.
Maintain the filing and documentation in our department in compliance with our company system.
Maintain a document management system for the project, including archiving as appropriate.
Assist the function Group leader in delivering the BID Proposal and Tender submission.
Reporting to the clients’ project manager (Anadarko Qatar Energy Co. LLC.)
Duties and responsibilities:
Responsible for all administrative functions of the Clients project site office at Jebel Ali free zone, Dubai U.A.E
Responsible in checking & organizing the daily operational necessity of the project site office - office equipments & supplies, power and communications equipments & facilities.
Maintained individual records & file of all clients’ staff - Project management team (PMT) personnel with regards to visas, Business trip and vacation schedule.
Arranged hotel bookings, flight bookings, temporary accommodation, transportation & other formalities for clients’ visitors and staff who will be visiting the project site.
Follow up and chase visa status application.
Maintained a daily tracking record & log for all site personnel’s information.
Arranged Jebel Ali Free Zone gate pass for all office staff & visitors.
Collated monthly time sheet of Site Management Team and send it to their respective Company.
Responsible for all site car pools.
Reporting to the clients’ completion manager. British Petroleum (ARCO Qatar)
Prepared, checked and finalized all correspondence that we are going to issue.
Collated and checked all incoming and outgoing correspondence.
Arranged Sharjah Port gate passes for client office Staff & Visitors
Prepared weekly minutes of meeting.
Received all incoming documents and forward it to the document control department.
Followed up and collect from all Engineers their weekly report.
Coordinate the safety advisor for the daily moves of the team.
Arranged flight and hotel bookings for clients’ visitors.
Assisted all engineers for their office supply requirements.
Maintained visitor’s logbook for record purposes.
Reports directly to the general manager
In-charged in receiving & sending business correspondence to and from the desk of the General Manager and CEO.
Arranged appointments and meeting schedule.
Prepared reports & organize minutes of meeting for managers’ review.
Informed the manager whatever business related matters, comes up while he was out of his office.
Responsible to follow up deadlines of business transactions, confirm meeting schedule & appointments to suit the daily program and activities of the manager.
Received, Controlled, Sorting & filed of all incoming and outgoing business correspondence & documents for the managers reference and file.
Received, transferred and connected all incoming and outgoing telephone calls for the manager.
Checked and sends e-mails.