Document Controller Specialist
King Abdullah Financial District Development Management Company
Total years of experience :15 years, 2 Months
• Support to COO, VP, and Operations Support Platform Manager/ Transition Management Community Management Team for Asset Receiving and Critical Conditional report, Handover Close documents.
• Issuing Observation Notes, OCS for review and approval, Letters, Memos, Monthly/Weekly Progress Reports, Meeting Minutes, Contract addendums, Variation Orders, Solicitation of Interest, Notification of Award, and other correspondence to IFM Contractor and to other Stake Holders Internal and External.
• Prepare Submission of Weekly & Monthly Progress Reports for the COO Office Management.
• Preparing Dashboards by using Power BI for Document Register, TOC Tracker, and HD Package to update in Management meetings weekly and monthly.
• Conducting Training for document process and Aconex EDMS Process with Internal Depts. And External stakeholders IFM Co.’s (SNC Lavalin, Al Yamama, JASH, EFS, Saudi Tabreed, Ajlan Bros Dussmann, Zahran)
Working with Property & Asset Management Team,
Transition Team
Community Management Consultancy
Scope of Work : Handover Closeout Documentation
Making Operation Guidelines
HSE Policy & Procedures
Fit Out Manuals
Tenant Handbooks Guidelines
Waste Management & Business Continuity Plans
As i am working with PAMS Team Document Controller: Transition Team / Property Management Team / Community Management Consultancy as Document Controller.
As Part of Transition Team: I received Handover Closeout Documents from Delivery Team (JLL P&DS) and Contractor / Consultant, Documents such as Asset Register, Approve as Built Drawings (CAD & PDF) sorted Drawings as per Discipline vise, Approved Operation Maintenance Manuals, Third Party certificates, Testing & Commissioning Reports, Warranties Guarantees Certificates, Access Cards System Password & Software Licenses, Trainings of MEP system, Spare parts List & Special Tools, Take Over Certificate, Project Snag list, Project brief.
Received Handover documents segregate Discipline vise and arranging Parcel vise into subfolders.
As Part of Community Management Team:
Assisting to our Operation Director, to Formatting / updating as per KAFD Standard Template, Community Management Consultancy Documents such as Cleaning Waste Management and Pest Control, KAFD Water System Maintenance Report, Utilities Management and Billing Report, Master Community Facility Management Strategy Report, Business Continuity & Discovery Plan procedure and Overview of Community Management ppt. Health Safety and Environmental HSE (Policies). Each Document Transmitted to Client as per instructions from Operation Directors through Transmittal, making Archive and updating log sheet.
As Part of Property Management Team:
Preparing Outgoing Transmittals, Letters Correspondence to Client, FMMA and Integrated Facility Management, Preparing Log sheet for Incoming & Outgoing Transmittals, Letters Archive Hard & Soft copies.
Preparing Daily Attendance Timesheet and sending to Client for Approval weekly basis, once Approved Maintaining record for each monthly Timesheets.
Supporting for Preparing Updating / Formatting Documents Property Operation Plan & Procedures, Guidelines, Tenant Handbook as per Standard Template., Making & Updating Log Sheet for Prepared Documents Transmitted to Client and Archive Documents in System.
Receiving Invoices and Monthly Attendance sheet from Integrated Facility Management Team submit to Finance Dept. for Review, once Review done submit to client for Approval through Transmittal.
* Supporting to Project Accountant For Preparing Daily Attendance TimeSheet, Monthly Sheet, Invoice and Submit to Client through Transmittal
with Proper Invoice Package
• Working with Procurement Department as Document Controller, preparing Purchase orders requested from Site requisition.
• After receiving Procurement Requisition from Site, request for Quotation to Supplier, after getting Quotation preparing BOQ Finally decide who will meet our requirements and then issue order to Supplier.
• Preparing Purchase order through by using Oracle Primavera Unifier Project cost control software.
• After Preparing Purchaser order request for Approval Process Procurement manager and after getting Approval updating in Log spread sheet maintain record and Updating in PCC.
• Working with QA/QC Department as for Concrete Quantities Detail Estimation and Calculation Values for Concrete Pouring Inspection Casting Date of Truck Tickets number, Quantity Volume (m3) Concrete Supplier Co.’s, Concrete Class, and Location of Concrete Pouring.
• Entering the Details OF Estimation in client Representative List weekly and Monthly.
• Monitors compliance with the Meinhardt Weekly Reports duty to Quality Assurance and Quality Control Dept.
• Working for QA/QC Dept. Preparing Site Observation Notice, Non Conformance Report, Material Inspection Request.
• Controlling Documents Submission of Inspection Request and Concrete Pouring Inspection
• Controlling Material Submittals, Document Submittals, Document Transmittals
• Preparing Document Transmittals to Client as per Requirement
• Distributing Material Submittals, Document Submittals Pre Qualifications to all Zone vise.
• Preparing Materials Submittals and Document Submittals Approval and Rejected List to Client Representative.
• Preparing Outstanding Report to Project Manager, Assistant Residential Engineer and Senior Architect Engineer.
• Preparing Non Conformance Report and Site Observation Notice as per requested by Concern Engineer.
• Controlling Daily Report, Weekly Report, Monthly Report.
• Co-ordination with engineers for Requirements.
• Filling and Archive Documents of Material Submittals, Document Submittals, Material and IR’S.
• Maintains all Documents Softcopies in Share Folder as Discipline vise.
• Updating the log Daily after Receiving Documents from Contractor.
• Controlling Drawing Arrangements and Shop Drawing Submittals.
• Controlling Correspondence Incoming and Outgoing Letters, Distributing Letters to Zone vise and Representative Person.
• Controlling Documents of Engineering Instructions & Design Observation Notice.
• Preparing Correspondence Letters as per Project Manager Requirement.
• Attaching the Documents of Materials Submittals, Document Submittals, and Document Transmittals in Oracle Primavera.
• Review all motor, medical requests received from clients, sales team before submitting. Business Units (Motor, Medical, ).
• Addition and deletion of motor Vehicles.
• Update the number plates of motor vehicles.
• Co-ordination with Clients of Motor vehicles and Give Brief Description about Motor Insurance Policies take the response from client
• Taking the Approval from our underwrite and give to the client, and explain about it.
• Preparing Invoices for the insurance brokers to market the products of the company.
• Co-ordination with the tie up hospitals to provide good service to the key account of the company.
• Giving adequate support to the sales team.
• Prepare reports for settled claims and an inventory of claims requiring detailed analysis.
• Handle the complaints/requirements of the client effectively.
• To encourage the existing clients and prospective clients to place their business with us in an environment that will become increasingly competitive by providing a tangible high quality customer at a reasonable cost.
• Maintaining relationship with distributors so as to extract incremental business through them.