Senior Document Controller
Al Futtaim Carillion
Total years of experience :15 years, 3 Months
Responsible to the Head of Document Control.
• Implementation of Document Control Procedures which includes the preparation of Document Management Plan, Document Numbering Procedure, Process Flows, folder structure, filing index, etc and ensure its effective use to facilitate and support business objectives.
• Reviewing Contract Documents and studying drawings in detail ensuring their clarity and adequacy.
• Receiving Tender Docs/Drgs from Client and checking as per their list, registering, renaming e-files loading onto server and issuing as per standing orders.
• Raising queries for missing docs/drgs to Client and to make sure all the information is correct and gathered before submitting to Estimators and QS Department.
• Handling of Prequal EOI, ITT, BOQ, Drawings, Specifications, Reports, internal & external emails and correspondence, posting on server and electronic distribution.
• Examines and evaluates a variety of source documents (hard & electronic files) in order to determine appropriate data for encoding using knowledge of policies, procedures, and other guidelines as required.
• Receive all types of project documents, classify and create a database system for archiving for future reference using Microsoft Excel.
• Confers with document originators or engineering liaison personnel to resolve discrepancies and compiles required changes to documents.
• Recording all incoming and outgoing correspondence, drawings, specifications, minutes of meetings and other project documentation and filing & loading into Computer system accordingly.
• Responsible to compile and maintains control records and related files to release such as drawings, and engineering documents to design and other operating departments.
• Coordination and expedite with Consultants and Contractors through out the various phases of the contract via email, telephone &verbal communication.
• Supervise DCC daily operations and ensure that all documents and drawings received are properly checked, circulated per distribution matrix, recorded/updated logs, file per project filing system (hard and electronic copies) and continuous tracking of submittals progress to ensure compliance with the required review process and time table.
• Drawing / Document registration, issuance, copying on server, email notification, uploading on Document Control Software..
• Making sure that all documentations are properly filed and in safe, secure location and can be easily retrieved.
• Administration of documents, develop the file structure and transfer of document from local server to Document Control System (EDMS).
• Input document data into the Document Control System (EDMS) ensuring that the information is accurate and up-to-date (including technical documents, drawings, maps and commercial correspondence).
• Liaising with different internal departments of the company (Drawing, Planning, Works and Commercial) thus acting as a bridge of communication between factory and site, when required.
** I managed to upload 3000 drawing/documents in Aconex for the newly awarded project. (FOUR SEASON HOTEL), Abu Dhabi.
** Nominated for Value Awards for Professional Delivery by Head of Document Control & Design Director.
Responsible to the Senior Project Manager.
Producing Registers/Logs for Project related Drawings / Documents / Submittals / Correspondence and assisting staff on its implementation.
Preparing outstanding actions list and reminding all concerned to complete task allocated to them in a timely manner.
Ensuring that all members of the Project including Consultants and Sub-Contractors follow Company QA and Safety Procedures and maintain high standards in both Quality and Safety.
Setting up an efficient and easy Filing System, both hard and soft copy.
Organizing Team Drawings / Technical Documents Review Sessions taking down comments to issue back to Client/Consultants.
Arranging coordination sessions between Architectural / Structural / MEP Design teams.
Preparing outstanding Reports and reminding all Staff / Sub-Contractors / Consultants of pending works and ensuring that they are actioned in a timely manner.
Attending Team Meetings and preparing Minutes of Meeting.
Direct personnel, ensure compliance to policies and procedures, and serve as client interface for document control related issues. Identifying staffing needs and provide orientation, training, development and mentoring of new employees to Document Control Management System.
Customize technical documentation of the system, design, configure and enhance coding to mange creation, approval, distribution, archiving of all controlled documents. Manuals, Procedures, Work Instructions, Temporary Works, Forms, Product Specification, Inspection Test Methods, Request for Information and much more.
** Handled (Locating, Checking & Registering) around 6000 Coresspondence in 2 Weeks of fixed time.
Responsible to the Head of Document Control.
Reviewing Contract Documents and studying drawings in detail ensuring their clarity and adequacy.
Examines and evaluates a variety of source documents (hard & electronic files) in order to determine appropriate data for encoding using knowledge of policies, procedures, and other guidelines as required.
Responsible to upload all the incoming drawings & documents in EDBMS.
Responsible to upload all the incoming drawings & documents in Document Control system (ProjectWise).
Examines documents such as drawings, change orders, and specifications to verify completeness and accuracy of data.
Receive all types of project documents, classify and create a database system for archiving for future reference using Microsof Excel.
Confers with document originators or engineering liaison personnel to resolve discrepancies and compiles required changes to documents.
Posts changes to computerized control records, releases documents, and notifies affected departments.
Recording all incoming and outgoing correspondence, drawings, specifications, minutes of meetings and other project documentation and filing & loading into Computer system accordingly.
Maintaining logs under different types such as Correspondence, Document Submittal, Method Statement, Inspection Request, Test Report Submittal etc.
** Due to my recognised accurate registering and reliable performance I was selected by the Document Control Manager to perform a catch up exercise which included locating, checking and registering of 7, 692 drawings within a two Month time scale to clear the backlog and bring the Clients system up to date in Cairo Festival City.