Document Controller
Boom General Contractors
Total years of experience :22 years, 5 Months
Maintains the company’s documents control systems and associated registries in accordance with document control procedure.
Maintains common / working folder as per the company’s document control systems.
Files, stores and retrieve all project documents both electronic and hard copies.
a backup file (soft copy) for the project documentations.
Prepare and provide unique reference number to all approved project quality forms such as: Material Approval Request, Document Approval Request, Shop drawings, As Built and all Quality Control Forms.
• Responsible for Compilation of Project Close-put Dossier for review and approval and ensure all the documents are arrange as per procedure.
Responsible for the submission of all submittals documents such as Material, Shop drawings, As-Built, Inspection Request, RFI’s, SOR etc.
Disseminates, files, keeps, stores and retrieves quality forms and registries
Establish and maintain an effective filing, retrieving and documenting all approved Project Documents
Ensure all reports and inspection records are approved on the current status of document and test package
Numbering & identification of documents
Quality & compliance checks on documents
Filing and organization of documents (both electronic and / or hard copies)
Control over documentation modification, distribution, issuance (as per procedure) during its whole life cycle
Maintenance of a list (register) of applicable documents
Distribution of documents to relevant people / organization
Received all incoming documents, correspondence, submittals, drawings, invoices and reports from all concerned parties related to the project.
Keep track of all document’s correspondences and transactions.
Maintain and update registers for document control and filing of documents, contracts, and other necessary material in line with the defined standards.
Coordinate the activities of Document Control, including distribution of documents as per the document distribution matrix, tracking and reporting on document review progress work independently to facilitate project/department activities.
Remind and follow up with the required action to be taken on the forwarded/circulated documents.
Support the Quantity Surveyor Department in proper filling, scanning of payments and contract documents and make sure that all scanned documents are up to date.
Assist Quantity Surveyor to prepare, organize and issuing of Tender invitation, Tender Query/Clarifications and documents.
Prepared bid summaries and payment applications for maintenance subcontractors.
Send invoices to Finance and follow up on their payments to ensure that all payments are made in a timely manner.
Communicate with other departments for any exchange of information, as necessary.
Contribute to the identification of opportunities for continuous improvement of systems, processes, and practices to facilitate cost optimization and productivity improvement.
To carry out basic day to day activities required of a secretary by using variety software packages to produce correspondence and documents and maintain the same.
Sort out company mail incoming and outgoing and record all incoming and outgoing correspondence in the register.
To tract all incoming and outgoing documents (LPO’s, requisitions, Bid summaries, Letters etc.)
Issuing weekly and monthly report on PDC/CDC/LC Status and purchase requisition status to prospective project managers.
Preparing credit application to the supplier.
Update database once the purchase requisition received and approved.
Assist in arranging the filling system and update files.
Sending enquiries to the suppliers.
Scan and remove all unnecessary files and back up on CD prior to send to Central Stores for archiving.
Ensure that all documents in files are filled correctly according to sequence or agreed system.
Collate purchase orders and purchase requisitions to order materials, goods and supplies.
Track the status of any orders.
Ensure that any invoices are sent to accounts for payment.
Receives and issues documents under transmittal, externally and internally according to document distribution matrix.
Ensures that all engineering documents are well checked and submitted on time prior to the document’s submission due date.
Ensures that all documents have no errors in filenames, revisions, submissions, etc. before submitting it to the recipient department /party to avoid confusion.
Ensures that controlled copies of latest approved documents and drawings are given to the appropriate staff, contractors and suppliers as applicable.
Develops and maintains the projects department document control register.
Implement, manage and administrate the document management system ensuring a timely and accurate update of documents.
Manage archival activities for documents and validation files in accordance to the applicable document management procedures.
Reporting on performance of the document control system for review and as a basis for improvement of the documents control system.
Highlight any deviation from procedure to Project Manager for attention while offering suggested improvements.
Review document format for completeness, accuracy and consistency to ensure all documents are in line with the document management system.
Allocate lot / reference numbers to track, manage and control the flow of documents.
Monitor and update any change and modification to the documents ensuring that all project personnel are aware of and adhere to the requirements of any change in the document control procedure.
Liaise with project team members regarding preparations of all technical submissions.
Ensure all submissions have relevant approvals, are formally recorded and necessary changes are managed and recorded in a timely manner.
Keep track of all document’s correspondences and transactions.
Maintain and update all document registers to satisfy both internal and external audit requirements.
Coordinate the activities of Document Control, including distribution of documents as per the document distribution matrix, tracking and reporting on document review progress work independently to facilitate project/department/site activities.
To take safety measure in the store house, materials and men working in store.
Maintain the neat and tidiness of store house and issue materials to the departments as per the schedule.
Prepares monthly report for any discrepancies found during reconciliation of various account Ensures availability of funds before creation of vendor invoice in SAP.
Prepares voucher and ensured on time remittance of the company’s trust liabilities.
Analyzes report generated by the SAP system.
Coordinates with various end-user regarding earned liabilities for accrual take up.
Prepares certifications requested by contractors regarding retention monies.
Prepares schedule requested by the auditor and other authorized users.
Aids superiors on needed information.
Maintains the creation of Vendor file thru SAP.