Document Controller
ENI Congo
Total years of experience :9 years, 1 Months
In charge of overseeing the organization and management of project documents through MS Outlook, Excel, SharePoint, and EDMS, ensuring efficient tracking, control, and a streamlined paperless workflow. Facilitating seamless collaboration with clients, sub-contractors, authorities, and various departments by facilitating the sharing of project-related information and documentation, encompassing both incoming and outgoing correspondences.
Engaged in the CPF-Ain Tsila Development Project, specifically overseeing the management of Liquefied Petroleum Gas (LPG) documentation.
Key Responsibilities:
Spearheading the meticulous maintenance of all project documents through adept use of MS Outlook, Excel, SharePoint, and EDMS "Aconex", ensuring seamless tracking and control for a streamlined, paperless workflow.
Facilitating collaborative efforts with clients, sub-contractors, authorities, and various departments by efficiently sharing project-related information, including both incoming and outgoing correspondences.
Contributing to the control of document receiving/issuing, registering all incoming/outgoing letters or documents with external entities.
Playing a pivotal role in conducting audits to uphold the integrity of filing and documentation processes for project records.
Ensuring systematic registration, dissemination, and filing of incoming documents while maintaining compliance with Document Control Procedures.
Overseeing the proper formatting, registration, delivery coordination, proof of delivery acquisition, dissemination, and systematic filing of outgoing documents.
Establishing and refining Document Control Procedures to align with industry standards and enhance efficiency.
Proactively creating and managing project folders, facilitating a seamless communication process throughout the project lifecycle.
Collaborating at an intermediate level with the entire project team, providing valuable contributions across the entirety of the project lifecycle.
Supervising the printing, copying, or binding of reports/documents to maintain quality control.
Organizing the archiving of project records, both in hard and soft copies, upon project completion in consultation with all relevant departments/sections.
• Seasoned in managing comprehensive project documentation through MS Outlook, Excel, SharePoint, and EDMS, optimizing tracking and control for seamless collaboration with clients, subcontractors, authorities, and inter-departmental teams. Specialized in facilitating a paperless workflow, including the handling of incoming and outgoing correspondences.
• Expertise in overseeing document reception and issuance, meticulously registering incoming/outgoing letters and documents with external parties. Conducting audits to ensure meticulous document control, proper filing, and systematic documentation of project records.
• Adept at registering, disseminating, and systematically filing incoming documents, ensuring outgoing documents adhere to the correct format, registration, delivery arrangement, proof of delivery, dissemination, and systematic filing.
• Proven track record in establishing robust Document Control Procedures, including the setup of project folders and facilitation of project communication processes. Collaborating effectively with the entire project team, contributing throughout the project lifecycle.
• Skilled in supervising the printing, copying, or binding of reports/documents, ensuring a high standard of quality. Proficient in organizing the archiving of project records (both hard and soft copies) upon project completion, in consultation with all departments/sections.
Spearheading the meticulous management of all project documents through the utilization of the Electronic Document Management System Oracle "Primavera Unifier" and MS Outlook/Excel. Ensuring a seamless and paperless workflow to facilitate collaboration with clients, contractors, authorities, and various departments in sharing project-related information, including both Incoming and Outgoing Correspondences.
Taking charge of the preparation of the Final Documentation of the project, including critical components like Mechanical Completion, Vendor, QMD, ARH, DGM, and overseeing the Hand-Over process.
Reporting directly to the Project Manager, ensuring transparent and effective communication channels.
Demonstrating expertise in logging in and employing basic search techniques (Document and mail), showcasing superb standard search skills for both incoming and outgoing mails, particularly for older document revisions.
Proactively creating new transmittals, general correspondence, RFIs, material and work inspection requests, responses to NCRs, MARs, formal letters, and internal memoranda for the purpose of transmitting and submitting documents to the Consultant for review and approval.
Shouldering the responsibility for the meticulous preparation and Hand-Over of the final project documentation to the Client, ensuring completeness and compliance.
Responsible for meticulous management of all project documents utilizing the Electronic Document Management System Oracle "Primavera Unifier" and MS Outlook/Excel, ensuring a seamless and paperless workflow.
Facilitating easy tracking and control of documents, fostering collaboration with clients, contractors, authorities, and various departments for efficient sharing of project-related information, encompassing both incoming and outgoing correspondences.
Providing comprehensive support to the Project Manager across diverse activities, including documentation, communication, finance, quality, logistics, planning, and internal SAP and DMS tools.
Drafting and tracking official letters with utmost confidentiality to the project's stakeholders, including the owner, subcontractors, authorities, and vendors.
Receiving and tracking official letters from the project's stakeholders and maintaining project-tracking systems.
Managing administrative functions, such as scheduling meetings, conducting outreach, tracking budgets, and overseeing the finer details associated with tracking complex tasks.
Assisting the Project Manager in meetings with the client, subcontractors, authorities, and preparing the Minutes of Meeting (MOM).
Reporting directly to the Project Manager, ensuring transparent communication and coordination.
Proficiently utilizing logging in and basic search techniques (Document and mail), demonstrating superb standard search skills for both incoming and outgoing mails, especially for older document revisions.
Creating new transmittals, general correspondence, RFIs, material and work inspection requests, responses to NCRs, MARs, formal letters, and internal memoranda for transmitting/submitting documents to the Consultant for review and approval.
Performing translation of documents from English to French and/or French to English, specifically for formal letters and manuals.
Playing a crucial role in the preparation of the final documentation of the project.
Engaged in comprehensive customer acquisition and retention activities, with a focus on efficient operations and document control:
**Customer Acquisition Activities:**
- Handle initial inquiries with precision and professionalism.
- Provide support for and meticulously track local marketing activities and promotional events.
- Execute sales activities through effective enrollment processes.
- Form and adeptly manage customer groups for enhanced engagement.
- Vigilantly follow up on unconverted inquiries and inactive customers.
**Customer Retention Activities:**
- Uphold positive customer relations, prioritizing and ensuring overall customer satisfaction.
- Conduct customer orientation sessions, maintaining an optimal language center appearance.
- Actively encourage customer re-enrollments for sustained engagement.
- Skillfully schedule lessons for both customers and instructors.
- Manage and execute student consultations and counseling sessions.
**Operations:**
- Efficiently enter and manage customer information in the Language Center Management System (LCMS).
- Prepare invoices with attention to detail.
- Facilitate the collection of customer payments and handle various accounting activities.
- Prepare payroll documents accurately.
- Generate necessary reports and documents for operational transparency.
- Manage material inventory for smooth operations.
- Maintain regular correspondence with customers to ensure clear communication.
- Follow up on archiving documentations for proper record-keeping.
- Set up contracts for customers, receipts, and delivery forms to ensure comprehensive document control.
Basically I was the shop buyer, receive and check deliveries, go out to the wholesalers, negotiate with providers and prepare the needed documents for that daily and classify them into monthly fields, and I was the storeroom manager, prepare a list for not available items. As well as I was the team Manager on my shift.