Document Controller
Parsons Brinckerhoff
Total years of experience :20 years, 11 Months
•Receiving and verifying all “Incoming design & construction documents” from General Engineering Consultants (CEC’s) & Contractors uploaded on SharePoint.
•Creating & assigning actions on SharePoint for Project Manager, Lead Reviewer, Area Delivery Manager (ADM), and, Engineers for Review, Comments & approval for the design documents received from GEC’s.
•Creating & processing Document Review Comments (DRC) Sheets for issued design documents, and, uploading on SharePoint.
•Uploading & creating transmittal for letters, Drawings, DRC & all design documents.
•Responding & Assisting Project Manager, ADM, and, Lead Reviewer for documents revision & status.
•Coordinating, assisting & responding queries regarding documents GEC’s and Contractor’s document controllers.
•Attending weekly document controller meeting.
•Preparing weekly reports, and, sending notification for open documents close-out.
•Performing general duties as assigned.
•Updating gateway meeting look ahead tracker.
•Ensure that the latest revision and approval status of drawings and documents is kept updated continuously.
•Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
•Reviewing and proofreading documents for consistency in document formats and system concerns.
•Using ACONEX for Creating new user account, Assigning user roles, Configuring users role setting, Configuring Project setting, Creating workflows, Bulk processing, Assigning document reference numbers, Uploading documents, Multi files uploading, Transmitting documents, Receiving documents, Searching documents
•Maintaining a central Project Filing System. Coordinate with the field engineer for whatever drawings or manuals essential in the construction (i.e., construction drawings). Provide assistance and support in the completion of documentation requests and searches. Assist other Units (i.e. Logistics, Materials, Inspection, and Communication) in their correspondence and documentation.
•Managing the electronic and hard copy filing of project related technical documentation.
•Scanning, creation of CD’s and file manipulation
•Ensure that the latest revision and approval status of drawings is kept updated continuously.
•Maintaining stick files in an orderly manner.
•Production of status reports for weekly / monthly meetings
•Ensuring all hard and electronic copy distribution of controlled documents to focal point.
•Maintaining documents for transmittal process for project documents.
•Expedite and maintain acknowledgements to transmittals
•Expedite responses to transmittals sent for review/comment.
•Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.
•Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
•Sending of Drawing Transmittals and Submittals.
•Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted.
•Reviewing and proofreading documents for consistency in document formats and system concerns.
•Verifying and issuing product labels and production documents to the manufacturing department
•Effectively following policies to provide support for the quality systems during corporate audits and actively participating in department activities.
•Adhering to and enforcing company policies and procedures related to document control.
•Performing audits of company processes and areas to confirm compliance with approved control procedures.
•Handling all Office Administration for the Project.
•Working independently to facilitate work group activities in the department.
•Supervision & Control of all project related documents
•To ensure that all the “incoming and outgoing” documents related to the contract are properly logged in PCM & PW software package modules.
•Coordinate with external document controllers/originators submitting documents for any discrepancies observed.
•Train the AJES staff in using the relevant PCM package modules.
•Ensure that the documents are distributed as per the Contract Document Distribution Matrix.
•Participate in Document control auditing activities as and when required.
•Ensure that the updated document status logs are provided to be included in the reports for submission to the client.
•Coordinate with Senior Management in the timely and professional production of all reports.
•Help define, track, log and retrieve program documents including drawings, drawing revisions, RFI’s, correspondence, payment requisitions, change management and health and safety documents.
•Assist in setting up standard file indexes.
• Assist in setting up IT requirements for document controls
• Record material purchases.
• Maintain correspondence files.
•Help in creating naming/numbering conventions.
•Create distribution lists and distributes documents as required.
•Create weekly, monthly and quarterly document control reports.
•Assist with writing the Document Controls Plan.
•Receive, verify and log information into project management software (PCM).
•Assigns document control number, date stamp, and file code assignment as necessary.
•Assists in the maintenance of logs and reports.
•Exercises considerable judgment and discretion in handling requests for distribution of information.
•Backup for distribution of daily internal/external Emails and Letters sends and distributes faxes/scans as required.
•Proactively maintains highly organized filing system; files correspondence and other records as requested.
•Creating Transmittals for Drawings and Submittals.
•Updating Submittals/Drawings status & preparing status Log. Prepares documentation for archiving.
•Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
•Assists with special projects as assigned.
•Performs other duties as assigned.
•Document control of filing in office of both hard/electronic documents
•Control & register all incoming/outgoing Transmittals, submittal, letters, RFI’s, drawings & other documents.
•Maintain project records and database.
•Tracking of Drawings, reports & documents
•Prepare weekly, monthly and quarterly document control reports for management review.
•Verify whether the documents are as per the required standard.
•Ensure the documents are properly filled.
•Developing indexing system for quality records & file according to that system
•Prepares and maintains books of accounts which include - recording of Quotations, Invoices, purchases, receipts, and payments and other bookkeeping Functions.
•Compiles, analyzes and provides detailed schedule for various accounts such as Prepayments (rent, accommodation, insurance etc.) and related amortization expenses.
•Prepares monthly bank reconciliation.
•Prepares statement of account to customers and follow up the same for collections.
•Assists Finance Manager in providing information and other schedules required by the External auditors such as salary, analysis of costs and sales, prepaid expenses, fixed assets and other relevant accounts.
•Assists in the preparation of budget, and other financial reports required by outside parties.