موداسار ظفر

Senior Documents Controller / Secretary في Al-Latifia Trading & Contracting

• المملكة العربية السعودية
• نوفمبر 2006 إلى أغسطس 2014

Nov. 2006 to up to Present: Senior Documents Controller / Secretary
Al-Latifia Trading & Contracting, Riyadh, K.S.A

Projects Involved:
- Al-Muhaidib Office Building, Riyadh
- PSAR/IMBS Consolidated Project, Riyadh
- Pain D'or Plant, Riyadh
- Central Ammunition Storage Bunkers, Riyadh
- GOSI (General Organization of Social Insurance), Riyadh
- Hilton Riyadh Hotel & Residence, Riyadh

Responsibilities:
- Perform Document Control functions in line with Approved Procedure.
- Document distribution of both electronic and hard copy to various action parties.
- Communication / Liaison with Project Management Team, Client & Subcontractors effectively and resolve problems & issues related to documentation.
- Organize and supervise all the administrative activities that facilitate the smooth running of an organization.
- Taking the Technical Minutes of Meeting.
- Recording all incoming and outgoing transmittals and file in accordance with the company Filing System.
- Manage and Organize Schedule.
- Prepare the submittals like shop drawings, materials and also checking the material submittals according to the specification requirements.
- Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
- Ensure filing systems are maintained and up to date & define procedures for record retention.
- Maintain registers of all receipts and issues or submissions of documents and correspondence.
- Updating the submittal log.
- Record of Drawings, Method Statement, Material Submittals, Sample Submittals, RFIs, RRFIs, NCRs, Contracts, LOIs, Payment Certificates, Documents of Civil, Mechanical, Instrumentation, Electrical, Piping, Structural Documents, Drawings, Specifications, Calculation Sheets and Data Sheets, Progress Reports, Survey Reports, Soil Investigation Reports etc.
- Scan and store the approved shop drawings and other documents in the database so that the project team can access.
- Handle day to-day correspondence.
- Deal with Telephone Enquires.
- Ensure the effective running of the day-to-day operations of the document centre.
- Document distribution by Transmittal System as per Document distribution Matrix for Hard copy and Electronic Document Transfer.
- Follow-ups for payment, approval of shop drawings and materials.
- Ability to work under pressure
- Preparing all technical meeting Agenda.
- Responsible for typing all the required forms, letters, correspondence letters both external and internal.
- Documentation control maintaining for incoming letters, outgoing letters, incoming transmittals & outgoing transmittals.
- Orders and maintains supplies, and arranges for equipment maintenance.
- Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
- Arrange site transportation.
- Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.
- Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.
- Perform a variety of administrative duties that require depth of insight, awareness and sensitivity, confidentiality, good judgement and timely action.
- Maintains and controls filing system for Engineering, Construction documents, Requisitions, Purchase orders, Invoices, etc.
- Prepare reports & Memorandum.
- All employees do not follow the standard format hence it is the responsibility of a document controller to edit the documents that have typographical errors and other types of errors that may lead to the disqualification of a document.
- Ensure that all documents have no errors in filenames, submissions, etc before submitting it to the next department to avoid confusion.
- Able to manage out-going correspondence's reference number and process the proper channel.
- Ensure the correct stamping all documents or drawings in accordance with the prevailing document control procedures.
- Greet visitors and determine whether they should be given access to specific individuals.
- Perform support services activities within the areas as assigned by supervisor.
- Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.
- Operate office equipment such as fax machines, copiers, and phone systems.
- Maintain procedures for maintaining documents and manage change control of documents.
- Arrange and confirm appointments.
- Ensure that Project Team and contractors comply with the document management system process and procedures.
- Dealing with post and emails and monitor phone calls and Control Correspondences
- Other duties as assigned.