Senior Document Controller
Al Qabdah Global Building Contracting LLC
Total years of experience :17 years, 4 Months
• Receiving, sorting, registering, prioritizing and distribution of all incoming and outgoing correspondence including MoMs, Drawings and Technical Submittals.
• Reviewing documents for accuracy, completeness and correct numbering system.
• Controlling/tracking/issuing of complete project documentation such as incoming and outgoing correspondence, drawings, site instructions, change orders, RFI, Letters, Submittals, etc. and other forms of pertinent documents from the client and the Sub-contractors.
• Preparing and issuing Documents/Drawings, etc under ‘Document Transmittal’.
• Creating and maintaing an updated electronic register of all documents (Request for Inspections, Request for Information, Transmittals, Submital Logs, Purchase Orders, LPO’s, Site Instructions, Specificatioins, Change Orders, Drawings, records and files, etc) ensuring that all filing is up-to-date and in accordance with QSE procedures.
• Maintaining all tracking records and ensuring that they were initialed when a file was taken from the filing room.
• Ensuring that that controlled copies of latest approved documents and drawings were given to the concerned staff, sub-contractors and suppliers as appropriate.
• Maintaining a master document register of all approved documents and drawings and their distribution.
• Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.
• Following-up with team members and others for “open” status items to be closed down.
• Typing letters and emails for Managers. Preparing draft response for senior managers.
• Assisting Tender Department in typing proposals & BOQ, arranging collection of Tender documents, & arranging site visits, getting tenders delivered to clients.
• Downloading RFQ documents from client websites.
• Receiving, sorting and distributing post and courier. Dealing with courier service companies.
• Chasing up each individual for return of files.
• Maintaining and ensuring that original files were not taken from the filing room.
• Maintaining Project Documentation as per ISO standards.
• Categorization and indexing of documents to ensure easy retrieval.
• Maintaining Archive section up to date.
• Regular periodic backup (electronic copy) of project documents.
• Performing all confidential work assigned by the Manager ensuring that the confidential official information was NOT divulged to anyone other than those specified.
• Maintaining the highest ethical standards in dealing with all persons. Preserving loyalty by working for the exclusive benefit of the company throughout the duration of the assignment.
MAJOR DUTIES INCLUDED:
• Receiving, scanning, imaging, indexing, and organizing documents project-wise.
• Reviewing completeness, accuracy, and authenticity of documents.
• Storing and maintaining company documents in both electronic and physical forms.
• Checking despatch documents are accurate.
• Archiving, controling, and retrieving records as and when needed.
• Keeping records of project details, meeting minutes, technical specifications, drawings, etc.
• Presentation and filing of documents and drawings.
• Controlling issuance of documents & seeking proper approval from senior authorities.
• Performing quality check on documents by following document control processes.
• Issuing and distributing controlled copies of information.
• Frequently conducting document audits confirming they are current and were accurately reflecting recorded evidence.
• Ensuring all documents are as up to date as possible within electronic filing systems.
• Controlling distribution of documents to internal departments & sought proper explanation.
• Ensuring revised documents are accessible.
• Confirming delivery of documents to proper personnel.