LEAD DOCUMENT CONTROLLER
Dar Al Handasah (Shair and Partners)
Total years of experience :19 years, 6 Months
Setting-up and developing project database to control document system using MS Access, linked to common access allowing all project staff to read and search project details and up-date work status.
Formulate, organize and maintain all project related records, drawings and correspondence with complete suitable archiving and storage of all completed projects using electronic and paper based methods.
Print, distribute and file project documents, specifications, and contractor / construction drawings. Record / log and report on transitions and drawing lists for large projects.
Liaise with Construction Manager, Resident Engineer, QA Manager, Contractor, Suppliers; plot Developer to ensure to setting up the QA/QC standard procedures, site management plan, deliveries, and implementation closing out the documents.
Attend and participate in project administrative meetings.
Management and control company assets at site.
Assist with project administration responsibilities and provide full administrative support to Project Manager, Engineers and Technical Staff.
Provide training for new recruits using the document control system.
Establish and implement an efficient project-related documents control register, database and hard copy filing system.
Implement Project Document Management System and processes.
Ensure document submissions are in accordance and compliant with project document formats and requirements.
Establish and maintain a correspondence system.
Maintain up to date Database Register showing document details and revision status.
Establish a Distribution Matrix for allocating controlled copies of documents as necessary to Company staff or Organizations (Client, Contractors, etc.)
Logging of all Correspondence, Drawings, Procedures, Standards, Specifications, shop Drawings, Purchase Orders, Data Sheets, Manuals, etc. and generate internal transmittal for internal circulation of the same.
Co-ordination and control of Engineering documentation, QC documentation (Inspection Records), Suppliers documentation, Subcontractors documentation with Client/Contractor as well as internal review approval of Subcontractors documentation.
Scan and upload documents according to company procedure
Received documents stamped and distributed to the concerned discipline engineers for action.
Preparation of Transmittals through PCM/MS Access /ACONEX and unloading attachments.
Using PCM/MS Access /ACONEX to organize and distribute documents within a company, contractor, and clients.
Implement workflows and collate issue and receive documents in accordance with project requirements.
Review and update documents for maintenance and quality control.
Plan and record documents flow to and from all necessary parties, including clients, sub- contractors, and the project office.
Ensure documents are shared at key times to facilitate timely project completion
Issue letters and receipts concerning the documents in circulation.
Producing document progress reports for Project Manager/Director.
Perform all duties in accordance with company policies, processes, systems, and procedures.
Coordinate with Document Control Staff in the implementation of internal and client document and drawing procedures such as handling, control, submittal, confidentiality, security, and storage protection.
Process transmittals of information between COMPANY, CLIENT and CONTRACTOR.
Accurately review and classify project documentation (letters, memos, ITP, QCP, FCN, TQ, MAR, delivery notes, Work inspections, drawings, material submittals, method statements, vendors, reports, etc…).
Implement, update and manage COMPANY Document Control processes, procedures, and specifications to ensure accurate records of all Project official documentation generated by the COMPANY, CLIENT & CONTRACTOR or its vendors.
Hard copies dossier and EMDS electronically documentation registration and revisions.
Communicate effectively with the project team and outside contractors.
Download & Upload drawing & document from Company backup centre.
Coordinate with the QA/QC Manager in developing the Drawing & Document Control Procedures in conformance to ISO requirements.
Maintaining records and establish systematic filing based on company standard procedure.
Performing other similar or related duties as and when assigned by the Senior Project Manager or Project Manager.
Assisting in the project close-out work activities associated documentation for final delivery of Project Record Books to Saudi Aramco.
ALSO HANDLING PROPOSAL ACTIVITIES AS AND WHEN ASSIGNED BY THE VICE PRESIDENT, MARKETING MANAGER OR PROJECT MANAGER.
Preparation of Project Bid Proposal which include the following activities:
Coordination with the Marketing Vice President, Manager, Engineering Manager, and General Manager on which Invitation to Bid from the Clients to be prioritize or needs to be prepared and discuss with them the commercial bid price.
Coordination with the Project Engineers for the Technical information to be presented on the bid package.
Logging into data base and controlling Bid documents such as Invitation to Bid (ITB), Invitation for Proposal (IFP), contract documents, Question answer, Technical Query correspondences, vendor requisitions, schedules, Commercial & Technical Proposals, design reports, vendor data and submittals, approved changes, change order claims, etc.
Gather & compile the necessary data such as the company profiles, licenses & certificate, company financial statement, company engineering capabilities, project execution plan, manpower resources, company resources, company organization chart, proposed project team organization, resumes of key project personnel, and man-hour & cost estimate to be presented in the bid package.
Also responsible in the preparation of Invitation to Bid documents and Contract documents for the subcontractors.
Preparation of Presentation materials for the Marketing Department such as company Brochures,
Company Profile & Capabilities, Organization Charts, and other graphical materials using various
Graphical software’s.
Receiving all incoming correspondences and stamped.
Submitting all kinds of documents to the Consultant and Client. (letters, memos, ITP, QCP, FCN, TQ, MAR, delivery notes, Work inspections, drawings, material submittals, method statements, vendors, reports, etc…).
Assigning correspondence and distribute to project engineers for their action base on the document distribution matrix.
Scanning and file electronic correspondences into the server.
Logging and reconcile correspondence against incoming and outgoing.
Providing project manager update of the outstanding correspondences pending for response.
Maintaining records and establish systematic filing based on CCC standard procedure.
Preparing Mechanical Completion Certificate of the punch-listed facilities. Organize and maintain standard filing system.
Performing other similar or related duties as and when assigned by the Senior Project Manager or Project Manager.
Assisting in the project close-out work activities associated documentation for final delivery of Project Record Books to Saudi Aramco/KJO.
Performing verification process for project deliverables to the Client, i.e. vendor documents for Inspection Record Books, Installation & Operation Manuals, and Project Photostat Books;
Consolidating reviews and verifications of needed vendor documents prior to final submittal to the Client.
Maintaining database and indexes associated with both Engineering and Vendor Documents.
Basic Secretarial functions, Screening & prioritizing calls and emails, Dairy up keep, Scheduling Appointments, Correspondences, Document Controlling, Organizing Meetings / Business Conferences and Residential Conferences. Travel and Hotel Bookings. Coordination with different departments.
Receiving all IFC drawings from the CCC E.P.C group.
Distributing IFC drawings to project engineers and site superintendents base on distribution matrix
Database update and input of as-built drawings, documents photocopying, sorting & filing.
Generating and maintaining the drawings tracking system.
Saving all electronic copies to the file server and file the original hard copies.
RESPONSIBILITIES :
* Receiving all incoming correspondences and stamped.
* Submitting all kinds of documents to the Consultant and Client. (letters, memos, ITP, QCP, FCN, TQ,
MAR, delivery notes, Work inspections, drawings, material submittals, method statements, vendors,
reports, etc…).
* Assigning correspondence and distribute to project engineers for their action base on the document
distribution matrix.
* Scanning and file electronic correspondences into the server.
* Logging and reconcile correspondence against incoming and outgoing.
* Providing project manager update of the outstanding correspondences pending for response.
* Maintaining records and establish systematic filing based on CCC standard procedure.
* Preparing Mechanical Completion Certificate of the punch-listed facilities. Organize and maintain
standard filing system.
* Performing other similar or related duties as and when assigned by the Senior Project Manager or
Project Manager.
* Assisting in the project close-out work activities associated documentation for final delivery of Project
Record Books to Saudi Aramco/KJO.
* Performing verification process for project deliverables to the Client, i.e. vendor documents for
Inspection Record Books, Installation & Operation Manuals, and Project Photostat Books;
* Consolidating reviews and verifications of needed vendor documents prior to final submittal to the
Client.
* Maintaining database and indexes associated with both Engineering and Vendor Documents.
* Basic Secretarial functions, Screening & prioritizing calls and emails, Dairy up keep, Scheduling
Appointments, Correspondences, Document Controlling, Organizing Meetings / Business Conferences
and Residential Conferences. Travel and Hotel Bookings. Coordination with different departments.
* Receiving all IFC drawings from the CCC E.P.C group.
* Distributing IFC drawings to project engineers and site superintendents base on distribution matrix
* Database update and input of as-built drawings, documents photocopying, sorting & filing.
* Generating and maintaining the drawings tracking system.
* Saving all electronic copies to the file server and file the original hard copies
