Senior Document Controller
MBL (MODERN BUILDING LEADERS)
Total years of experience :15 years, 7 Months
• Leading the documentation team in all sites and coordinating between them and the head office.
• Create templates for use.
• Develop and maintain the project’s numbering system.
• Distribution of project records (letters, design documents, etc.) via PCM, ACONEX and PAR-DOCs to project
stakeholders as directed by the line manager.
• Coordination with departments, lots, and project management team for preparation of responses and
queries.
• Coordination with Consortium and Client’s Document Control and Communications Teams (DCC).
• Attend DCC’s meetings as and when needed.
• Guide and train new documents controllers.
• Support the teams, reporting engineers and planner to retrieve the records and necessary documentations.
• Supports in management and preparation of handover packages.
• Prepare Gate Report & certificate for design documents.
• Submit and distribute incoming & outgoing Minutes of Meetings.
• Support in office management and project coordination tasks such as BACS ID’s for subcontractors and
Company employees, and support in the office supplies process.
• Compile, upload and submit Daily site Report.
• Download, print, prepare hard copies to submit to consultants.
• Support the DCC and PMO team as and when needed in various administrative tasks.
• Create and maintain trackers for all documents approval process such as (Drawings Submittals, Document
Submittals, Material Submittals, RFI, WIR, etc.).
• PCM system administration tasks such as (customization, create users, etc.…)
• Coordinate all activities related to document control procedure, including technical documents, manage the
flow of documentation within the organization.
• Ensuring that all registers and pdf has no mistakes by using Excel (Formulas, VBA Macros, data validation &
conditional formatting).
• Preparing weekly presentation thru using one excel file taking data from all registers on server automatically
then give those data to another power point file automatically, to be ready in a few seconds (numbers &
charts), also preparing monthly statistics.
• Ensuring the Project Team members are provided with adequate training and support to enable them to
successfully use the procedure and systems in use by the Program. Proactively conduct “spot audits” and
“over-the shoulder- reviews” of Project Teams to facilitate their understanding of and enhance their
compliance to Document Controls procedures.
• Ensuring that all drawings in system are latest revision, and all IFC drawings are sealed with control copy
stamp, while old revisions drawings are sealed with superseded stamp.
• Maintain confidentiality around sensitive information and terms of agreement.
• Prepare ad-hoc reports on projects as needed, distribute project-related copies to internal teams, put File
documents in physical and digital records.
• Maintaining tracking record to enable documents for easy access & updates.
• Follow up with vendors / consultants about whether the emailed file has been received and notify them of
any delay in response time.
• Record keeping of received and sent correspondences to the various consultants and other contractors.
• Ensure that controlled copies of latest approved documents and drawings are given to the appropriate staff,
subcontractors, and suppliers as applicable.
• Maintain proper records for all documents whether inside or outside the company.
• Controlling all documentation related activities in the projects.
• Prepare and generate the various document control reports as required.
• Typing of site documents, and follow-up of all the site needs.
• Maintain electronic registers for Letters, MOM, Memos, Reports, Transmittals, Drawings, related documents.
• Maintain the files and control logs as required by the project.
• Quantity surveying and break down for MEP drawings and put the quantities in the BOQ
• Assure document quality to include completeness, accuracy and compliance with established procedures and updates, Filing and archiving of documentation to facilitate easy retrieval at a later date, Sending of Drawing Transmittals and Submittals & Manage the document/drawing review process, Internal and External & Archiving data for historical purposes.
• Full knowledge & ease of work on the PCM (Primavera Contract Management) I use this program for enter all data (such as Final Design DRW, Shop DRW, MIR, RFI, RFT, SCR, NCR, FM, Daily report, Weekly report, As-built drawings) and organize it & extracted any files attached by consultant & ease make a quick summaries for any the authorized person who wanted any information for the project & also make any attach for (As-built drawings ) when I submit this drawings to Adopt by the Consultant.
• Handling for all official document related to the project (such as Final Design DRW, Shop DRW, MIR, RFI, RFT, SCR, NCR, FM, Daily report, Weekly report, As-built drawings) and organize it properly to be available on the network FTP (files transfer protocol )and easy to find for the authorized person& Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel & Filing and archiving of documentation to facilitate easy retrieval at a later date.
• Managing the documentation and the official correspondences with all subcontractors at all stages of the project, Responsible for document management software and vendor data for a new project, maintaining a master document register of the latest drawings on a project and ensure that all recipients are transmitted the drawings they require as soon as new revisions of drawings are received
, Maintain document control registers / documents for incoming and outgoing project documents &
Maintain stick files in an orderly manner.
• Responsible for maintaining a file the last revisions if all the documents which will serve as a base, at any time, for the performance of all the construction activities.
• Affix receiving stamp on all Correspondences, Transmittals, Recording the date & time of receipt as well as signature. A copy of receive Correspondence & Transmittal should be return to originator (Technical Department, Project Manager, QC Department) To Control all non-administrative documents such as Issued for Construction Drawings (IFC), As Built Drawings, Shop Drawings, Specifications, Instructions & procedures received from Client, Subcontractors as well as Documents originated by the Company.
• Receiving & distributing incoming & outgoing Documents. Incoming & Outgoing of Documents maintaining records for follow up & Control. Updating Layouts for Drawings, Documents, Materials, Requests.
• Provide administrative support to departments or individuals.
• Prepare ad-hoc reports on projects as needed, distribute project-related copies to internal teams, put File documents in physical and digital records.
• Record keeping of received and sent correspondences to the various consultants and other contractors.
• Ensuring that all drawings in system are latest revision, and all IFC drawings are sealed with control copy stamp, while old revisions drawings are sealed with superseded stamp.
• Dealing with the clients and coordinate with the store to prepare the purchase orders and invoices.
• Preparing a daily tracking report of the sales process and submit it to the high management.
• Handling the data entry process for all invoices.
• Preparing a daily tracking report of the store’s status and the company's sales process and submit it to the high management.
• Dealing with the clients and coordinate with the store to prepare the purchase orders and invoices.
• Preparing a daily tracking report of the sales process and submit it to the high management.