Document Controller Specialist
National Oil Well Varco
مجموع سنوات الخبرة :11 years, 7 أشهر
• Reporting to the project director.
• Setting up a document controller way of working on assigned projects
• Maintained the incoming & outgoing documents’ Electronical files by using (EDMS) & put them in the main server to view by all people
• Uploading & downloading the documents, from various FTP sites of Contractors and Clients through “EDMS & SHAREPOINT”
• Registering, Controlling, Storage, and Retrieval of all project-related documentation received or issued
• Coordinating with Vendors and clients from Abroad (UK, USA, Mexico, China, and GCC)
• Correspondence to clients through Microsoft outlook to take feedback on different issues and managed the emails in Microsoft outlook to easy traceability
• Handle & monitor multiple projects at the same time & tackle the issues & try to resolve the issues at earliest possible time
• Following up on the pending/overdue documents with vendors and client
• Chasing the Engineering team for the client Commented and rejected documents submissions
• Documents distributing as per the project matrix
• Maintain the archive record of closed projects for future reference purposes
• Attending the weekly project review meeting with project management, Engineering teams, Vendors, and client)
• Monitor all the activities and overall document controlling of different running and closed project
• Supporting internal departments (Engg, Mechanical Static, Mechanical Rotating, QA/QC, Procurement, Admin, Commercial, and services)
• Handling Client, consultant, & subcontractor’s queries regard to submissions & approval
Designation:- Document Controller ( Working for a consultant)
Project: Business center Al Garhoud-Dubai
Consultant:- ART Consultants
Client:- Capital United ( Member of JUMA AL MAJID HOLDING GROUP L.L.C)
Designation:- Document Controller
Project: Jumeirah Gold Estate 75 Villas-Dubai
Consultant:- Addc consultant
Client:- Jumeirah Gold Estate
Document Management: Maintain a system for organizing and storing documents, ensuring easy retrieval when needed.
Version Control: Keep track of document versions and updates to ensure that everyone has access to the latest and most accurate information.
File Organization: Categorize and store documents in a logical and systematic manner to facilitate efficient document management.
Quality Control: Ensure that documents adhere to the organizations standards and guidelines. This includes checking for accuracy, completeness, and compliance with relevant regulations.
Distribution: Manage the distribution of documents to the appropriate individuals or departments, ensuring timely and secure delivery.
Archiving: Implement and maintain a system for archiving obsolete or outdated documents, while ensuring compliance with retention policies.
Document Retrieval: Facilitate quick and easy retrieval of documents when requested by authorized personnel.
Collaboration: Work closely with different departments and teams to gather, share, and manage documents collaboratively.
Training: Provide training and support to staff on document management processes and procedures.
Security: Implement and enforce security measures to protect sensitive or confidential information.
Record Keeping: Maintain accurate and up-to-date records of all documents, transactions, and activities related to document management.
Technology Utilization: Utilize document management software and other relevant technologies to streamline processes and enhance efficiency.
Designation:- Document Controller Technical Assistant
Location:- Head Office
Responsibilities & Duties
Reporting to the subcontracting manager Receiving the documents from the supplier & handover to the concerned dept., Tracing the work orders as per supplier peoples request through (ERP SYSTEM). Preparing the comparative statement, as per the senior persons request. Responsible for sending approved work orders to the finance dept. for payment purposes. Handling calibration services. Material sending to the test center. Follow up on the pending material from the supplier. Coordinate with the site people regarding the material. Receive and review requests for Calibration of Instruments Select Supplier for Calibration of items Send items for Calibration and update the master file Send a Reminder for Calibration of pending items. Issue Work Orders and send to the Supplier. Request the concerned person for the collection of calibrated items. Update the master file and insert the Calibration Certificate data in the system Send notification to the Warehouse Department for the collection of calibrated items. Take Receiving of Calibrated items.
Directly reporting to Project Director, responsible for 3 nos. Document Controllers and 2 nos. Office Assistants.
Registering, Controlling, storage and Retrieval of all project related documentation received or issued during the execution phase.
Provide periodically training to document controllers & office assistants.
Uploading and downloading the shop drawings & Design drawings from various FTP sites of consultants and subcontractor through the internet.
Scanning in PDF & Securing the project documentation in internal server.
Coordinate with Client, Consultants from Abroad (UK & USA) and domestic.
Coordinate with 32 subcontractors submissions.
Maintaining Tender, Issued for Construction and Municipality Approved drawings. Update them when received new drawings and supersede the old drawings.
Supporting internal departments. (Engg, Arch, MEP, Environmental, Safety, Commercial, Admin, Procurement, QS, QA/QC.
Submitting document to consultants by using Primavera Contract Manager (Expedition) EDMS.
Coordinate the project documentation storage.
Coordinating with printing, copying & distributions.
Handling Client, consultant, & subcontractor’s queries regards to submissions & approval.
Develop & Implement QA/QC procedures and secure established procedures.
Maintain orderly systematic procedure of filing records and NOCs and drawings from Authorities