Senior Document Controller
JGC Gulf International Co. Ltd
Total years of experience :15 years, 4 Months
• Communicate with Project Manager, Client and Third Parties to agree standards, systems, handover and close - out of project activity to meet project requirements.
• Preparing of Document Handling Procedure, Document Numbering Procedure, Project Document Templates, and Project Coordination Procedure to Company.
• Checking all Engineering drawings
• Manage Incoming and Outgoing document through Client Contacts.
• Control all aspect of project documentation on multiple simultaneous projects, utilizing various control method system
• Prepare, operate and update Document Control Procedures in line with Company’s Document Management System
• Ensure proper document control support is given to each project
• Ensure all templates used with the department conform to the Company Standard
• Create Document Control and correspondence folders for individual project.
• Retrieval of existing document thru Company’s EDMS for information and details for our ongoing FEED deliverables to be submitted for Company’s approval.
• Preparation of FEED and Detain Design Engineering Package with Index
• Uploading and retrieving of various documents thru EDMS or in Library for references for the existing plant modification project
• Preparing Engineering deliverables by 30%, 60%, 90% package for company review and approval
• Input engineering deliverables through JDMS & JCOTs (EDMS) to be submitted to client for review and approval
• Be involved in developing and maintaining of document management performance targets
• Be responsible for ensuring all project deliverables are stored in the EDMS at all revisions and in all relevant formats
• Carry out inductions of training to project or external personnel of how to interrogate the document management system
• Manage the complete and timely project close - out and final handover to meet clients requirements
• Controlling and monitoring log sheet
• Secretary to Saudi Aramco Business Administrator
• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancelations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Coordinate travel arrangements; prepares itineraries.
• Maintain hard copy and electronic filing system.
• Arrange for outgoing mail and packages to be picked up.
• Plans events and volunteer activities.
• Maintain office procedures.
• Preparing ID for Aramco & Sumitomo.
• Review Timesheets for all EPC and Manpower Supplied to Aramco.
• Receive and Relay telephone messages.
• Processing the deployment of all employees supplied to Aramco at Petro Rabigh Project.
• Arrange Vehicle request and sticker for all Employees under Petro Rabigh Project.
• Prepare Request for Information (RFI) check list and E-log (QMIS) within 24 hours prior to inspection.
• Establish and maintain a proven QA/QC document control system. Set up an electronic data management system to suit the Project requirements.
• Prepare and maintain logs of documents issued and received.
• Filing and log in of Material Submittals, Method Statements, RFI's in more professional way.
• Prepare monthly and weekly reports of all task.
• Prepare Progress Report every week and end of the month.
• To ensure that all other discipline activities that required inspection within the activity have been inspected and approved.
• Coordinate with QA/QC Engineer for maintaining quality documentation so called, Document Register, Material Register & Drawing Register.
• Review Material Receiving documents from vendor/supplier such as;
*Inspection Disposition Report (IDR)
*Inspection Release Certificate (IRC)
*Purchase Order (PO)
*Delivery Note/Packing List
*Material Approval
prior to raise Material Receiving Inspection.
• Prepare and Attend Weekly Quality Minutes of Meeting with client Aramco.
• Prepare Weekly Welding Report and Welders Repair Rate.
• Data entry of Daily Welding Report & Radiography Test (RT) to system Field Material Control System (FMCS).
• Coordinate with Subcontractor and 3rd Party for submittal and receiving documents.
• Perform data entry using CCC standard document management system (VBC system)
• Responsible for coordinating with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive and exactly know everything about the documents.
• Maintain a system for a tracking of current and superseded project drawing and documents.
• Provide regular and specific reports on document control processes, outputs and performance.
• Ensure that all corporate documents are well checked and submitted on time prior to the documents submission date.
• Regular audit on corporate documents in order to ensure that all documents are properly submitted to other departments which are very necessary.
• Checked with the standard quality as documents with poor quality may lead to further an operational problem that is why it is important to submit each document with standard quality.
• Organizing all the Project Documents.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Preparing and submitting all Internal Transmittal Utility Drawing (All Department)
• Updating all Project Files.
• Controlling the flow of Project Documents.
• Coordinating with the Main Contractor regarding the Transmittal drawing/document.
• Coordinating with the Site Engineers regarding the status of the Transmittal drawings/documents.
• Coordinating with the Document Control Manager regarding the status of the drawing submittals.
• Establish and maintains filling system of records copies of project distribution
• Keeping all the confidential file of the Projectsuch as electronic media files
• Making labels and indexes to all Project Files.
• Preparation of Document Distribution Matrix in conjunction with Project Control Team.
• Updating all Project Documents requiring controlled distribution as listed in the Document Distribution Matrix.
• To ensure that approved, valid up to date copies of all necessary documents are distributed to the project staff concerned.
• To ensure that changes and the current revision status of the documents are indentify and that the relevant versions of appropriate documents are available at the point of use.
• Responsible for maintaining all live Project Documents and also obsolete Documents for records.
• Copy and distribute documents and correspondences as requested by each department.
• Internal Auditing for all document and drawing that encoded to our system every week.
• Preparing a Weekly & Monthly Report Status.
• Maintains and examines related files to release drawings, and engineering documents to manufacturing and other operating departments.
• Control of issue and receipt of all documents and drawings
• Downloading/Uploading e-files.
Work Description
• Perform data entry using CCC standard document management system (VBC system)
• Responsible for coordinating with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive and exactly know everything about the documents.
• Maintain a system for a tracking of current and superseded project drawing and documents.
• Provide regular and specific reports on document control processes, outputs and performance.
• Ensure that all corporate documents are well checked and submitted on time prior to the documents submission date.
• Regular audit on corporate documents in order to ensure that all documents are properly submitted to other departments which are very necessary.
• Checked with the standard quality as documents with poor quality may lead to further an operational problem that is why it is important to submit each document with standard quality.
• Organizing all the Project Documents.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Preparing and submitting all Internal Transmittal Utility Drawing (All Department)
• Updating all Project Files.
• Controlling the flow of Project Documents.
• Coordinating with the Main Contractor regarding the Transmittal drawing/document.
• Coordinating with the Site Engineers regarding the status of the Transmittal drawings/documents.
• Coordinating with the Document Control Manager regarding the status of the drawing submittals.
• Establish and maintains filling system of records copies of project distribution
• Keeping all the confidential file of the Projectsuch as electronic media files
• Making labels and indexes to all Project Files.
• Preparation of Document Distribution Matrix in conjunction with Project Control Team.
• Updating all Project Documents requiring controlled distribution as listed in the Document Distribution Matrix.
• To ensure that approved, valid up to date copies of all necessary documents are distributed to the project staff concerned.
• To ensure that changes and the current revision status of the documents are indentify and that the relevant versions of appropriate documents are available at the point of use.
• Responsible for maintaining all live Project Documents and also obsolete Documents for records.
• Copy and distribute documents and correspondences as requested by each department.
• Internal Auditing for all document and drawing that encoded to our system every week.
• Preparing a Weekly & Monthly Report Status.
• Maintains and examines related files to release drawings, and engineering documents to manufacturing and other operating departments.
• Control of issue and receipt of all documents and drawings
• Downloading/Uploading e-files.
• Performs data conversion and creates data format that will have all the required tagging based on the document structure.
• Captures data accurately.
• Able to detect errors found in file validation (parsing)
• Responsible for making the proper changes in grammar, punctuation and sentence structure.
• Required to arrange and format company forms, literature and advertisements to create the most effective, understandable and organized appearance.
Accomplishments
٭ Through participating and coordinating with our Project Lead and co-Document Analyst we're accomplished some other books internationally:
● DBNL Books of Netherland
● Mnémotique Book of France
● Brill (Pestman) Book of Europe