Lead Document Controller
ALGHANIM INTERNATIONAL
Total years of experience :12 years, 11 Months
• Providing Document Controlling Support to the organization or client.
• Create Checklist, Transmittals, RFI, NCR and other forms as per required by Engineers site foreman -subcontractor, Clients and QA-QC.
• Maintain & updated the Document control Database for all incoming and outgoing. . … .. Engineering documents or drawings.
• Collect and maintain files of the latest revision level documentation necessary to define product configuration and control manufacturing processes.
• Timely distribution of latest revision level documentation to all appropriate users and ensure that obsolete documentation is removed from distribution.
• Maintain a computer database of all filed documentation that ensures fast retrieval of documents.
• Perform clerical typing duties to generate documents as necessary.
• Perform duties as defined in division document control policies and procedures.
Ensuring effective implementation of company document / drawing control procedure.
Responsible for controlling incoming and outgoing documents.
Receiving invoices from third parties and regular follow up regarding payments.
Responsible to receive incoming document and upload to Arc Mate Software.
Generating transmittal, document submittals, material submittals and Request for Inspection (RFI).
Provide number for new document based on document controller procedure.
Issue documents and drawings and update the electronic Database Management System (EDMS).
Maintain and update the vendor drawings & documents register.
Maintain the approved drawings, drawings change request and technical queries.
Distributing controlled copies of latest approved drawings to the appropriate entities and clearly updating in the document/drawing register as per the company procedure.
Indentifying superseded documents/drawings to remove from point of use and marked them as obsolete.
Maintaining the filing index.
Coordinate with Engineering team, QC team and Project Manager.
Preparing regular document status reports in timely and accurate manner.
To maintain the electronic and hard copy of all documents in business library and ensure that referencing of such is conducted with due diligence in order to enable easy access and future retrieval by authorized users. Provide authorized employees, auditors and other relevant functions (e.g., Internal Control, Service Quality) access to the latest version of the approved policies, processes, and procedures.- Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.Coordinate with Business Process Re-engineering to add/ replace new/ updated policies, process, and procedures in the library. Coordinated and managed office services, for instance records, budget preparation, personnel and record-keeping.
Managing all routine correspondence, tracking of renewal.
Responsible of all incoming and outgoing Accounts.
Prepare Bills for the customers.
Making balance sheet every month for stocks.
Filling all the bills, quotations and correspondence.
Updating the stocks every month.
Managing all commercial activities of company.
Responsible for accounting & bill generations.
Created and amend documents, for example :- invoices, reports, memos, letters and financial statements by means of word processing, spreadsheet, database and other presentation software.
Opened and arranged incoming mail, including faxes and Emails.
Incoming and outgoing of all the correspondence like Engineering documents, vendor documents and technical queries.
Maintenance of Correspondence Register and the distribution to the concerned parties.
Uploading data FTP server.
Tracking of drawings, transmittals and correspondence issued details.
Encoding and updating all construction drawings, manuals, incoming correspondence.
Handling and filing sensitive documents control drawings, certification and manual, report and records.
Implementing and maintaining procedures to control the preparation, review, approval, issue and revision of all drawings, documents and data affecting quality.
Ensuring that applicable issues are available to appropriate personnel.
Relaying the revision of documents/drawings and actual status of data to all affected persons. Keeping up to date the Incoming/Outgoing Register.
Issuing construction drawings to all respective department heads, supervisors and foremen.
Ensuring that all drawings are properly filed.
Fixing meetings with clients and preparing minutes of meetings and coordinating with various department heads, preparing weekly and monthly progress reports.
Making documents transmittals, maintaining files of Weekly and Monthly Progress Reports, Certificate of Calibration, Monthly Invoices, Surveillance of Report, Vendor data log, Vendor Specification.
Sending outgoing faxes and distributing same to the related departments.
Key in, check over, proofread and finalize letters, reports, statements, invoices, forms, presentations and further documents, from notes or Dictaphone, using computers.
Maintain and arrange reports from manual or electronic files, inventories, mailing lists and database.
Process inward and outgoing mail, both manually and automatically.
Give general information to customers and the public.
Photocopy and gather documents for allocation, mailing and filing. Send and take delivery of messages and documents by means of fax machine or electronic mail.
Perform secretarial tasks for instance preparing invoices and bank deposits.
Sort, process and authenticate applications, receipts, expenditures, forms and extra documents.
Administer all aspects of general office coordination.
Maintain office schedule to synchronize work flow and meetings.
Maintain Privacy in all facets of client, employees and agency information.
Day to day document control works including setting up structures and maintaining thereof, scanning, uploading and retrieving documents, conversion of documents file formats, managing documents flow, approvals and revisions and managing hard copy documents library & archives.
Preparing projects letters for site manager, and faxing and distributing to contractors and concern sub-contractors. Downloading, copying and printing of incoming and outgoing project documents and drawings which were stored in Project Website.
Consolidating and tracking the punch lists and change orders by coordinating each discipline (Civil, Mechanical, E&I and QC)
Knowledge and ethics of practices for basic office administration and organization.
Thorough understanding of the necessary principles of recordkeeping, copying, faxing, mailing and filing.
Demonstrated ability to process received and outgoing mail manually and electronically.
Profound ability to work effectively either alone or as part of a team.
Maintenance of project documentation. Data storage, retrieval and archiving. Supervising reprographics and issue of design packages.
Maintain register of active proposals and jobs. Time sheet logging, tracking of change Advice and Project advice notes, keeping cost and response time statistics.
Documentation requiring tracking and expediting to ensure the processing of documents on schedule.