Document Controller
JACOBS Zate
Total years of experience :16 years, 5 Months
Manage and develop the Document Management Systems and related documentation processes in accordance with internal QMS procedures, specified good documentation practices and specific client requirements
Provide proficient and effective support to the projects team to ensure all projects documentation goals are met
Provide the document management training to stakeholders
Ensure proper document control support is given to each project within the PMO portfolio
Acting as the focal point for all Document Control matters relating to the client and ensure that all Projects’ documents completed and follow the DC approved procedures and are uniformly
Coordinate all documents received from client and sites involved in the Project
Set-up a digital document management and storage system (SharePoint) for documentation, including policies, training materials, and all project documents
Arrange, attend, minute and distribute internal and external project meetings as required
Work in strict cooperation with Project Managers to ensure project progress status integration, and projects data are updated weekly on Power BI according to the PMO policy
Produce and maintain Document Progress Reports to the management & interested parties
Support the Team in the generation and submission of the periodic client reports as required by the Contract
Corporate Headquarters - Jeddah, Rawdah.
- Project Controls Department
- Finance Affairs Department
Position: Sr. Document Controller
Develop and improve the filling system of the department in accordance with standard filling system of the group and update it continuously
Develop and maintain company forms where applicable
Make sure each document In/Out follows the company’s documentation standard and processed through the proper channel as planned
Make sure the document reached to concerned persons and registered in our log with its transactions and recorded in our electronic system and hard copy
Make sure that department team are using the latest revision of the documents, and there is an updated log shows easily the status of documents if it is valid or superseded
Receiving and sending all documents between the company and other organizations, making appropriate database / log entries for tracking purposes
Provide support and assistance for the team by creating (EDMS) Electronic Document Management System of all department documents, to facilitate obtaining the required documents accurately and in a short time
Provide feedback reports, summaries and presentation regarding work progress to management showing them the updated status of work
Managing department’s official documents, includes all projects’ payments, claims, variation orders, agreements, financials, reports, presentations, correspondences with owners and subcontractors/ suppliers, generated by company and others to be stored in the Document Management System
Manage transmittal of information between company and owners (Governmental & Non-governmental projects)
Determine, develop, and deliver training as required to assure that all document control team have a clear understanding of the policies and procedures related to access and review of documents
Project: MEW/C/4608-2013/2014 - Supply, Erection, Operation & Maintenance of Gas Turbine to Upgrade Power Capacity at Sabiya Power and Distillation Plant Site - EPC
Position: Document Controller Lead
Leading and managing the tem of document control, in addition to the execution of my own document control duties.
Managing daily activities of document control; receiving documents, submitting, distributing, and updating logs according to the kind of document, each document has a specific path.
How to manage the drawings & transmittals from beginning of receipt, then updating a professional drawing log with indicator showing latest revisions and easy to search, updating electronic version (EDMS) to make transmittals available & reachable for concerned persons.
Prepare owner/client submission/transmittal as per the contract and submit to client.
Distribute the drawings internally to site and concerned managers/ engineers. Prepare required files to control the drawings properly (Drawing Master file, Controlled copy file, Superseded file), and make sure that executive team are using the latest revisions.
Following company procedures to manage and keep updated log & record of all other kind of documents such as (Invoices, Payment Certificate, Inspection Report, In & Out Correspondences of Client, Supplier, Subcontractors, Transmittal, Memos & Internal Correspondences, Materials list, PO, …)
Communicate with various departments (Mechanical, Electrical. Instrument. Civil. QC, Erection, Commissioning, Operation & Maintenance, Stores) and supporting them by providing documents/ manuals for each section and updating them constantly.
Managing electronic document management system as well as hard copy records as per the company’s system.
File, copy & scan documents in accordance with document controls procedure, and update company documentation program “ArcMate” that makes documents safe and available for all users.
Ensure all documentation are controlled and processed according to company’s procedures and document control standard.
Coordinate with consultants and client to submit and receive various reports, drawings, submittals and other outstanding issues.
Maintain a record of submittals to the client and record the date of responses to the client.
Maintain a list of unanswered items of correspondence and circulate the list at regular intervals for reference.
Prepare and manage handover of final documents to client at the end of project, QC Documents, As-built drawings, Manuals and technical documents as per the contract.
Prepare necessary data reports for various parties in timely and accurate manner.
Prepare various reports to managers showing the work status and summary as required.
Project: MEW/C/3633-2007/2008 - Sabiya Emergency Power Plant - Ministry of Electricity and Water (MEW) - O&M.
Position: Document Controller
Maintain a document control registers for incoming and outgoing project documents whether internal or external.
Managing, organizing and preparing the electronic copy and hard copy of project related technical documentation, also archive documentation to facilitate easy retrieval at a later date, especially important documents (As-built drawing, O&M Manuals, Vendors procedures & instructions, correspondences, with client and suppliers & subcontractors)
Manage the document/drawing review process, internal and external.
Maintain proper organization and storage of documents and information.
Archiving files and ensuring all team members have access to necessary documentation.
Follow company procedures to control the documents and make sure that each document has gone through the proper channel, reached to concerned person and completed, Finance (Invoices, PM, PC), Correspondences, Contracts & Addendums, Stores (PO&MR), technical documents (Certificates, reports, manuals, procedures).
Responsible for monitoring warranty issues with suppliers/Vendors internal/external, and creating a log for warranty showing the status of each warranty defect whether required material delivery or a maintenance inside plant or outside, and follow with vendor till warranty closed, as per company rules.
Communicate with client and consultant to submit documents, transmittals and reports
Position: Document Controller
Process, control and administer incoming and outgoing documents (correspondences, submittals, transmittals, specifications, etc.)
Upload and distribute documents to relevant parties in accordance with the document distribution matrix through workflow
Prepare the required document to dept. Manager to show the current status of the works and department
Ensuring all documents follow the approved format.
Ensure all documentation are controlled and processed according to company’s procedures and document control standard.
Prepare schedule meetings/ appointments and reminders
Prepare tenders files for submission to client and CTC.
Ensure that controlled copies of latest approved documents are distributed to the appropriate staff, subcontractors and suppliers as applicable.
Maintain updated records of all approved documents and their distribution clearly marked in a document register as per the company procedure.
Maintain the documents in the document control office under safe custody without any damage or deterioration with easy tractability.
Prepare all forms of communications to provide information to supervisors, peers, subordinates and to communicate with other departments.
Document/ record information, maintain files, process all paper work, and to perform day to day administrative tasks.
Schedule and confirm appointments for the personnel of the departments.
Coordinate with others to receive or submit regular reports / forms in time.
1999-2003 Faculty of Commerce, Cairo University. B.A of Accounting.