Document Controller
MSF Engenharia, SA
Total years of experience :8 years, 4 Months
• Receiving various documents from different department for submission to the consultant via epm system.
• Maintaining daily and updating every incoming and outgoing documents on the Registry.
• Make sure that all the references are been documented to avoid any discrepancies with regards on the documents.
• Regular downloading and extracting of any documents from PMC via epm system to be able to distribute to all concerned people in a proper time.
• Uploading various document submittals to the consultant for review and approval.
• Responsible in coordinating to the consultant and clients if any changes or need to rectify.
• Maintain the accuracy of all approved documents and supersede any documents which are not needed.
• Regular monitoring of new revision drawings and supersede the previous one.
• Updating and informing Engineers regarding NCR’s (Non comformance report & Site Observation reports)
• Preparing weekly and monthly reports.
• Coordinating various issues regarding correspondence and submittals within the projects department heads.
• Supervising lower level of position under the Document Control Center.
• Responsible for the processing and submittal of Material Submittal, Drawings, Method Statement, correspondence and other documents related to the existing project to the Consultant for Approval.
• Maintain and updating of various registry of documents.
• Preparing of correspondence or mails directly to be sent via Electronic Documentation System or Email to the Client, Consultant and subcontractors.
• Receiving and Archiving of Daily Site Reports.
• Updating and monitoring of latest revision which have to be distributed to the corresponding people involve in Site Project.
• Receiving of incoming documents from the Consultant, Client and subcontractors and distributed to the corresponding persons.
• Keeping and filing of Documents with confidentiality.
• Responsible for assigning Reference number on each document to be submitted for approval.
• Make sure that Project Management Plan is implemented and monitor the status.
• Monitoring of Non Conformance Report (NCR) and Inspection request (RFI) which the status is still open and need for follow-up
• Preparing and submitting the Handing Over all documents to the client as the Project completion.
• Maintaining and updating from time to time the various registry.
• Submitting of material, drawings and correspondence to the consultant.
• Receiving incoming various submittal from the subcontractors.
• Ability to use computer and rapidly input data and retrieve records and information.
• Ability to organize work load and to manage a filing methods and management techniques.
• Maintain and keeping Hard & Soft copies of all file documents and retrieve as per request.
• Preparing MEP Handing over documents at the end of the project.
• Perform other duties as assigned/needed.
• Keeping and filing of documents such as Site Instructions and Variation orders for claims purposes.
• Scanning and printing of drawings to be distributed to concerned engineers.
• Coordinate all activities related to the Document Control procedure, including technical documents such as Material submittal, drawings, and commercial correspondence, non - conformance reports (NCR), Inspection request (RFI), site instructions and variation order.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Generate the various document control reports as required.
• Typing of site documents, and follows up of all the site needs.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Maintain updated records of all approved documents and drawings and their distribution clearly.
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control logs as required by the project.
• Knowledge in use of spreadsheets, database, word processing and selected job specific software.
• Follow-up of still open NCR’s and resubmission of rejected inspection.
• Responsibilities include controlling the incoming and outgoing documentation process and maintaining files and projects reports.
• Check prepared staff time sheets.
• Coordinates schedules and activities, placing orders for supplies and materials.
• Scheduling of appointments and processing transcript request.
• Perform clerical and administrative function when it is needed.
• Assisting office staff in preparing and submitting documents to meet the scheduled deadline.
• Make sure archive inactive records in accordance with the records retention schedule.
• Keeping all highly sensitive documents with confidentiality.