Document Controller
International Maritime Industries
Total years of experience :14 years, 10 Months
• Support and assist in defining the Project Document Management Process and setup the Project Progress Calculation.
• Control and monitor Client Approval Process and Document submission to the Client.
• Responsible to store and share project documents received from Vendor/Client/3rd party to project engineers and vice versa.
• Support in defining, organizing, and managing the Final Project documents handover to the Client.
• Transfer, preserve and maintain the Document Management Knowledge.
• Maintaining all correspondence and other transmittals from the Clients and other contractor / suppliers / vendors etc. in a systematic way to facilitate an easy reference at all
• Ensure Document Management Methodology and Procedures maintenance and compliance, preparing the relevant project procedures.
• Support and assist in organizing and controlling Reports.
• Provide Help Desk support on the Document Management Tools in use.
• Organize Document Register and Master Data List activities.
• Ensure eventual training and assistance on Project Document Management topics.
• Control and monitor progress calculation, document list status, workflow, internal distribution, transmittals, etc.
• Control and/or assist in workflows management and document distribution.
• Maintain a close working relationship with the client/ customer.
• Quality check of documents as per administrative requirements.
• Notify the supplier/customer/client of any acceptance or comments to the documents.
• Formal communication internally as well as with supplier, customer and client.
• Completion of given task in stipulated time.
Receive, stamp, log and distribute all incoming documentation in a timely manner
Ensure document control registers are kept up to date
Produce reports from documents control registers for project team
Advise Project Management team when documents are becoming overdue
Preparing and formatting letters, meeting minutes, reports pre-issue
Coordinate with IT for progressive back up of all files
Coordinate with head office admin managers for project supplies (where needed)
Maintain project team attendance logs
Maintain visitor attendance logs
Maintain Arcadis project office notice board
Manage project stationary supplies
Manage project archiving
Prepares bids, process specifications, test and progress reports, and other exhibits that may be required. Negotiates contract with customer or bidder. May compile data for preparing estimates. May coordinate work of sales department with production and shipping department to implement fulfillment of contracts. Directs activities concerned with contracts for purchase or sale of equipment, materials, products, or services: Examines performance requirements, delivery schedules, and estimates of costs of material, equipment, and production to ensure completeness and accuracy.
Secretary duties:
• Prepares wide range of management reports, presentation and executive correspondence in English for CEO.
• Responsible for drafting emails and taking dictation / preparing minutes of meeting and forward minutes to concern person.
• Arranging meetings & calls, complex diary management for CEO.
• Liaising with stakeholders in multiple time zones in an effective and professional manner.
• Prepare presentations, letters and other correspondence as and when required for the CEO.
• Visitor management and meeting room set up.
• Handles a wide range of highly profiled and confidential information requiring a dedicated level of confidentiality at all times.
Responsible to update all vendors registrations in Saudi Aramco preparing action as appropriate.
registration of new company as supplier / manufacturer or ECN at Saudi Aramco.
Responsible for Bidding Documents prior to submit to the client
. preparing qualification documents.
Managing the day-to-day operations of the office
Organizing and maintaining files and records
Planning and scheduling meetings and appointments
Managing projects and conducting research
Preparing and editing correspondence, reports, and presentations
Making travel and guest arrangements
Working in a professional environment
Updating & monitoring of Company registration in Saudi Aramco Electronic Network (ECN)
Preparing Qualification documents
Preparing Bidding Documents
Administers the day to day operations of the office of the Senior Executive (Saudi national). reports, Includes managing daily communications with the team, preparing letters and memoranda inside and outside the Company, fixes up appointments with the Executives both internal and external, maintaining confidential files, visitors programs and providing general information as may be required. Organizes travels and hotel reservations through close coordination with the Travel agents. Attends meetings representing the executive and prepares the minutes. Attends Board of Directors meetings and assists with the arrangements for such and other important Company meetings. Administers and upkeep the executive office in a most efficient manner Plans and advises the executive of his daily schedule, maintaining the day-book and keeping an appointment diary ensuring that all meetings, interviews and official duty trips are clearly indicated and communicated on time. Reviews the reports, highlights prominent aspects, summarizes and calls the executive attention to matters of importance. Receives in-coming correspondence and communications. Sorts and checks to determine proper routing and distribution secures and attaches. Prepares drafts when necessary and corresponds with various parties within and outside the Company for review and approval. Ensures proper maintenance of a comprehensive filing system for general correspondence, reports and other materials and personally keeps control of the executives confidential files, reports and other communications. Prepares and works with various departments to compile.
Reporting directly to the QA/QC Manager.
Responsible for incoming and outgoing documents.
Responsible for filing and organizing administrative records.
Responsible for preparation of weekly report of RFI, (Request for Inspection).
Documentation and updating the file record of the Mechanical Completion Inspection (MCI) package for SAUDI ARAMCO Project.
Make sure all the documents are in proper arrangements and in order for easy access to any individual concerns.
Screening and evaluating incoming and outgoing correspondence and preparing responses as appropriate.
Knowledge in Mechanical Completion Inspection management systems.
Co-ordination and maintain of a tracking system for a Mechanical Completion Inspection (MCI) Walkthrough activities.
To receive, store and control stock material to the store facility.
To check material received quantities and specification against order document.
To maintain stock level of materials to ensure continuous availability.
To maintain supplies of material, in compliance with storage safety regulation.
Meets with other areas within the department to evaluate and plan workload completion to insure even throughout all processes.