Document Controller
JAL International Co., Ltd.
Total years of experience :25 years, 1 Months
1. Receiving, Tracking, Updating, Logging, Distribution, Filing the Incoming Document Transmittals, Technical Queries, Letters and others correspondence from Contractors, Proponent, Inspection
2. Coordinate and expedite all Project Engr.’s & Site Supt’s for the review & comments of the submitted documents.
3. Preparation of document transmittals to Project Inspection, Vendor Inspection, Proponent and Loss Prevention for the review & comments of technical submittals.
4. Uploading documents in the system (CRM) for Consulting Service Dept. (CSD) for review, comments & approval.
5. Uploading Temporary Access Request (TAR) in the system as per request contractor’s or vendors.
6. Preparation of document transmittals to Contractor for the response of the submittals and queries.
7. Updating Record Logs for the Incoming & Outgoing Transmittals & Letters per BI’s.
8. Tracking of approval (Review Comments Status) SAPMT response to the submitted technical & Quality documents.
9. Coordinate with the Project Design Engineering Contractors (SNC Fayez Engineering, Mustang-HDP Engineering, and Worley Parsons) for the progress of drawings/technical documents (30%, 60%, 90% & Issue for Bid) for review and comments. (Comments log are properly maintain by disciplines & Ensure design Contractor’s incorporate previous comments)
10. Maintaining & Updating Files (e-copy) on the shared folders for all documents received per BI’s.
11. Assisting Project Engineer’s for the preparation of correspondences.
12. Assisting in Processing Temporary Gate Passes, Work Permit Certifications (Rigging, Scaffolding, and Receiver) & Hot Work Permits.
1. Receiving, Updating, Logging, Distribution and Filing of Incoming Technical Queries, Shop drawings, Document Transmittals, Letters and others project documents from Contractor (SK Engineering & Construction).
2. Coordinates and expedite to all discipline Project Engineers for review & comments of the submitted technical queries, shop drawings& submittals. Sending copies &emails to Site Superintendent, Project Engineers & Senior Project Engineers for review, comments (Follow-up & Reminders).
3. Preparation of Document Transmittals to Contractor for Technical queries & Submittals response. Preparation of Outgoing Transmittals to Contractors, Proponent, Loss Prevention, Fire Protection, Project Inspection & Other Division for the response, queries & instruction.
4. Update Incoming & Outgoing Logbook of Technical queries/Submittals to Document Control Master List.
5. Maintaining, Updating Filing of all Issued for Bid (IFB) drawings, Issued for Construction (IFC) drawings, Shop drawings, Redline marked-up and Layout drawings (e-filing system) and stamped (IFC/Revised).
6. Coordinate with EDSD (Saudi Aramco Engineering Dept. Group - Dhahran Office) for the IFC & As-Built Drawings to be uploaded in i-Plant system.
7. Coordinate with Project Design Engineering & Consultants (Saudi Consulting) SCADO, WOODS BAGOT, and H.O.K for review, comments& approval.
8. Coordinate with Project Design Engineering Contractors (SNC Fayez Engineering, MUSTANG-HDP Engineering) for the progress of design drawings submittals (50%, 90% & IFB drawings) for review and comments.
9. Review & Checking the Partial Mechanical Completion Certificate (PMCC) Package.
10. Review & Checking the Final Documentation (Project Record Book & As-Built Drawings) Handover Package
1. Responsible for reviewing and checking the submitted New/Revised Technical Engineering drawings from Paris Office Center (POC) before processing into the Master Database Register (MDR)System.
2. Responsible for reviewing and checking the submitted New/Revised Technical Engineering drawings from Subcontractor (Al Jaber ) before processing into the Master Database Register (MDR) System.
3. Responsible for reviewing and checking the submitted New/Revised Technical Engineering drawings and procedures from other departments at Site Office before processing into Master Database Register (MDR) then transmitting to Project Management Contractor (PMC) which is JGC/KBR thru Nexus Tools.
4. Preparing a searchable pdf and zip files of the technical documents before processing into the MDR System.
5. Compiled documents in the correct format (native files & pdf files)
6. Converting the PDMS (AutoCAD) format files of the drawings into the Searchable PDF format.
7. Checking the correctness of the revisions history, revisions descriptions, PCWBS code, Area code and Units.
8. Uploading of documents from the Systems for processing and transmission to Qatar Shell.
9. Coordinates to Paris Office Center for any technical errors/problems encounter during processing of documents.
10. Controlling, updating and filing all master copy of the documents (Engineering & Vendor documents) Types of Vendor Documents to Control: Manufacturer Record Book (MRB), Engineering Record Book (ERB), and Installation Operation Maintenance &Safety Book (IOMSB).
11. Processing & Controlling the Site Query documents issued from multi-discipline department& Subcontractor.
12. Coordinates to Project Management Team staff of the COMPANY (Nexus Support Team & JK ADT Team) for any technical requirements, if required.
Receiving&Distribution- Receiving documents from other sections and subcontractors, prepare routing slip for the proper distribution of the documents in Piping Department; develop, review and analyzes solutions for documentation requirements by utilizing technical knowledge in Engineering, Quality Control, and Construction aspects.
Maintaining & Controlling-Controlling of technical letters Incoming/Outgoing letters, Site Notice or Instruction, Site Memorandum& Inter-office Memorandum. Maintain Master file for (Incoming/Outgoing Letters, Site Notice, Field Queries, Site Memorandum, Interim Released Notice or Hand-over documents to/from other Section)
Preparation & Sorting - Performs all documentation functions as per required by Piping Section by sorting all drawings, technical data, specifications received coming from Document Handling Team (DHT)by areas or subcontractors\[MC1(NSH)/MC2(DODSAL)/MC3(DESCON)\];Preparation of Technical Letters to Subcontractors & Client. Expediting technical documents from Engineering Section for drawing issuance such as Plot Plan, Key Plan, Piping Plan/Layout, P&ID (Master), Mark-up P&ID, Isometrics, Spool Erection & Standard Drawings.
Coordination &Expediting- Expedite materials request from Local Purchase Section/Local Suppliers (Al-Khor, Doha at Dubai) for whatever Purchase Order Request issued from Piping Dept., Issuance of Purchase Order, and Price Quotation & Schedule of delivery at site.
Coordination & Expediting- To various Local Suppliers, Vendors, Fabricators & Calibrating Company for Piping Materials & other work related jobs for Piping, such as Machining Works, Fabrication Works & Calibration of Pressure Safety Valve, Pressure Gauges & Dual Chart Recorders.
1. Preparation of Pre-commissioning Dossiers
1.1 Line checking of the sub-system P&ID boundary limits.
1.2Check the Sub-system Marked-Up drawings vs. Updated or As Built drawings, if any changes in the line number or additional line number.
1.3 Check the Mechanical, Instrument, Electrical data inside the sub-system boundary limits.
1.4 Identify the Piping components inside the sub-system.
1.5 Identify the Instrument components inside the sub-system.
1.6 Determined the Approved Air Blowing/Water Flushing Procedures for the sub-system.
1.7 Determined the Approved Leak Test Procedure for the sub-system.
1.8 Segregated the outstanding &closed Out Punch Items. (Act as a Punch List Coordinator)
1.9 Coordinating with various discipline of clearing the outstanding punch items.
1.10Monitoring the Punch List Status (CCD Punch list & Pre-commissioning Dossiers Punch list
2. Preparation of Water Flushing & Air Blowing
2.1Tracking Register by Sub-system (Master Reference)
2.2 Compilation of Approved Procedures
2.3 Compilation of Forms (Checklist & Test Sheets)
2.4 Compilation of Marked-Up Sub-system drawings
3. Preparation of Reinstatement
3.1 Certificates for Final Reinstatement
3.2 Certificates of Final Closure/Acceptance Report
3.3 Certificates of Solo Run Test Report
4. Preparation of Pre-commissioning Dossiers for Client (SOC) Approval.
5. Preparation of Pre-commissioning Check-list/Test Sheets
6. Preparation of Sub-system drawings - As Built (Marked-Up)
7. Preparation of Commissioning Dossiers
7.1 Check the Commissioning Procedures for the Sub-system.
7.2 Check the Sub-system Commissioning Test Sheets & Check list.
7.3 Check the Commissioning/First Start documents;
7.3.1Updated /As-Built P&ID’s
7.3.2Sub-system Marked-Up P&ID’s
7.3.3 P&ID’s for Mechanical Numbering of Valves
7.3.4Vendor drawing and/or Data Sheets, if required
8. Preparation of List of Motors/Equipment’s
8.1 Tracking Register for Equipment Oil Flushing
8.2 Tracking Register for Equipment Final Alignment
8.3 Tracking Register for System Leak Test Certificates
8.4 Tracking Register for Motor Solo Run Test
1. Responsible for reviewing and checking the Approved Design TIE-IN Packages.
2. Responsible to checked the latest revisions of P & ID’s, Isometrics and Piping Plan
3. Responsible to checked the Tie-In Work Execution Plan (TWEP)
4. Monitoring & compiling the Approved Welding Procedure Specifications (WPS)RT, UT, PT Reports, if required
5. Responsible for tracking and monitoring the Approved TIE-IN Construction Packages. (Using the TIE-IN
DATABASE SYSTEM)
6. Coordinates to all QA/QC Inspectors - Contractor & Subcontractors (GAMA, YANBU STEEL, PETCON, NCC) for
the issuance of Request for Inspections (RFI)
7. Monitoring and Tracking of all Submittals for Approval to SAUDI ARAMCO (Material, Personnel, Quality
Documents, Method Statements & Other QA/QC Documentation)
8. Preparing and compiling the Non-Conformance Report - NCR (In Kingdom)
9. Compiling and monitoring the Corrective Action Report (CAR) & Non-Conformance Report (NCR) - Out-ofKingdom.
10. Checked and monitor the Logbook Entry (Open/Close) from SAPMT.
11. Checked and monitor the latest revisions of Quality Control Plan-Inspection & Test Plan (QCP-ITP)on Master file
12. Filing and Control of all incoming/outgoing correspondence and transmittals.
13. Coordinates with the Client’s Inspectors for the Scheduled Inspections.
14. Coordinates with the Subcontractors whatever Technical Query or Document Submissions.
15. Maintain and monitor the Daily Welding Reports. (Fabrication Workshop & Project Site)
1. Coordinates with the Commissioning Inspector & QGPC Operator for the Air Blowing Activity.
2. Coordinates with the QGPC & PTF (Project Task Force) personnel for the signing of Certificates.
3. Coordinates with the QA/QC Manager for the submission of Quality Documents, Reports & Certificates intended for
the PRE-COMMISSIONING DOSSIERS e.g. Sub-system Description, Mark-up P&ID, As-built drawings,
Flushing/Air Blowing Certificates & Final Reinstatement Check List.
4. Coordinates with the Engineering Dept. Head for the updates of latest revisions of P & ID’s
5. Coordinates with the Planning Department for the updates of completed hydro test circuits lines
6. Coordinates with the Hydro test Team Supervisor for the schedule Air Blowing circuits lines
7. Preparation of Inspection Notice for the schedule flushing circuits lines.
8. Preparation of Inspection Report after the completion of the flushing/Air Blowing.
9. Preparation of Air Blowing & Final Reinstatement Certificates.
10. Line Markings of the P & ID’s which are schedule for Flushing/Air Blowing.
11. Updating the line markings of all completed Hydro tested &Air Blowing circuits’ lines.
12. Preparation of Tie-Ins (P & ID) Drawings
13. Updating the Pre-commissioning Status Index for the Flushing/Air Blowing & Final Reinstatement Reports
14. Filing and Control of all Approved Sub-system Certificates of Air Blowing & Final Reinstatements.
15. Filing and Control of all incoming/outgoing correspondence and transmittal.
Preparation of Consolidated Reports/Billings (MC/MHI/Bechtel)
2. Review/Checking the submitted Billings from (MHI Site Office & Bechtel Site Office)
3. Coordinates to Site Office (MHI & Bechtel) for the corrected billings for their adjustments of records
4. Re-submit the corrected billings/reports to client’s for approval (SCECO Head Office)
5. Preparation of Approved Progress Billing for the month (Invoicing)
6. Coordination to Hotel/Car rental representative for prospective visitors from Japan
7. Filing and Control all incoming/outgoing correspondence
8. Submit Daily Activity Report to Mitsubishi Headquarter (Nagasaki, Japan)
1. Master Custodian and Controller of all design drawings, as follows;
1.1 Piping Isometrics
1.2 Process & Instrument Diagram (P &ID)
1.3 Piping Plan/Piping Layout
1.4 Civil/Foundation Drawings
1.5 Equipment Lists
1.6 Pipe-rack Plans/Elevations
1.7 Plot Plans/Equipment
1.8 Vendor’s Drawings
2. Implement a system to assure that the latest revisions of the IFC drawings are properly issued/transmitted to the right
parties, superseded drawings shall be retrieving and destroy or put a marked superseded.
3. Organizing and Control the flow of project technical design & specs, vendor’s drawings and applicable codes and
standards as per SAUDI ARAMCO; other technical comments related to the quality design.
4. Determine if they are complying with the approved welding procedure specifications (WPS), or the persons perform are a
qualified welder as per client requirements.
5. Develop and implement a documentation control and transmittal system of design change notice, field sketch amendment
(revision) and other quality design documents pertaining to the scope of work.
6. Monitoring of all correspondence (Incoming/Outgoing communication) through the use of document records logs,
drawing control indices and document transmittals.
7. Maintain a master files/records of all approved technical procedures by SAUDI ARAMCO.
8. Preserve and protect all SAUDI ARAMCO documents that are classified as confidential as per SAUDI ARAMCO general
instructions SAEP-128.
Responsible for the preparation of documents intended for accounting reports;
1.1 Monthly Projected Cash Flows (due every 3rd of the ff.: month)
1.2 Monthly Inventory of Manpower (due every 3rd of the ff.: month)
1.3 Monthly Project Cost Report (due every 10th of the ff.: month)
1.4 Monthly Summary of Materials receiving & Issuance Report (due every 15th of the ff.: month)
1.5 Monthly Inventory & Equipment listing of all Fixed Assets (due every 20th of the ff.: month)
2 Coordinate with the Project Manager regarding submission of monthly progress billing that billing are properly submitted
on time and to the right parties with a copy of Accounting Department - Head Office
3. Reconcile Project cost to date as per Bill of Quantity (BOQ); Materials requisitions, Receiving Report, Issuance slip must
have a cost code in order to easy tracking of cost.
4. Prepare a monthly Petty Cash replenishment report and make sure that the project has always a sufficient fund to cover
petty cash requirements. Ensure that all input tax for local purchases of materials are properly accounted and recorded.
5. Documentation and standard reporting as per Company policies; to wit
5.1 Documents must be properly transmitted/distributed to the right person on time and properly login and recorded.
5.2 Stipulates in the records the sources, contents, department (if any), persons concerned and the date documents
received.
5.3 Maintain an inter-dept. /company communication in order to facilitate a proper documentation.
6. Conduct a regular weekly meeting to a client representative in order to discuss problems/concerned regarding submittal of
progress/accomplishment billings.
7. Document attachments must be adhere/comply to Client requirements in order to facilitate processing of payment such as
shaft drawing, notice of deviation /Change order, stipulated agreed unit price and materials specifications.
8. Preparation and conduct a payroll to all local hired workers.
9. Documentation relating to company taxes and licenses;
9.1 Income tax return (quarterly and annually)
9.2 Value added tax -VAT (monthly and quarterly)
9.3 Community tax (annually)
9.4 Business permit, taxes & licenses (quarterly)
9.5 Insurance premium of all company vehicles
9.6 Surety and Performance bond
1. Total Original Contract Amount Php. 850 MILLION (Inclusive of Change Order)
2. Properly monitor the movements of all Owners supplied materials - per records
2.1Total Cement Quantity (Inclusive of Straight Contract Deliveries)
2.1.1 Bags - 220, 000 bags
2.1.2 Bulk - 980, 000 bags
2.1.3 Total - 1, 200, 000 bags as per requirements
2.2Planning and Coordinate the schedule on deliveries of (9) different Ready Mix supplier; request a Monthly Cement
Stock Status Report.
2.2.1 Total Deformed Steel Bars Quantity (Inclusive of Change Order)
2.2.2 Total - 11, 500, 000 kg
3. Properly review & checked the stock deliveries in the project site - per document (Owner’s Supplied/General Contractor
Supplied)
4. Prepare a Monthly Stock Status Report (Consumables & Non-consumables)
5. Prepare a Monthly Project Cost Report (Per Bill of Quantity)
6. Evaluate & review the submitted Progress/Accomplishment Billing - per document
7. Evaluate & review the submitted Change Order Billing - per document
8. Evaluate & review the submitted Back charges Billing - per document
9. Evaluate & review the submitted Sub-contractor’s billing - per document
10. Prepare and conduct a bimonthly payroll to all daily & monthly employees
1. To supervise the whole operation (Cagayan de Oro City)
1.1 Documentation and Reporting
1.2 Stock Monitoring (Incoming/Outgoing)
1.3 Weekly Cash/Stock count, Audit for Van Salesman
1.4 Maintain records on Aging of Account Receivable
1.5 Monitoring the delivery Lead-time/Truck Scheduling
2. Documentation and Reporting
2.1 Properly review of all the documents attached for incoming/outgoing of materials
2.2 Maintain a logbook/record book for incoming and outgoing documents
2.3 Always updating the records/files of accountable forms and transmittals
2.4 Maintain a record for Daily Sales Report per Salesman
3. Stock Monitoring (Incoming/Outgoing)
3.1 Maintain a Stock Cards (Good and Bad Stocks)
3.2 Maintain a Weekly Stock Position Report - per product
3.3 Apply a FIFO system in the warehouse operation
4. Weekly Cash and Stock Count / Conduct an Audit for Van Salesman
4.1 Review a Salesman Accountability Report (SR) & Summary of Remittance (SR)
4.2 Prepare a Stock Request & Stock Inventory as per Stock requirement
4.3 Established a cut-off document for every withdrawal was made.
5. Maintain an Aging of Account Receivable
5.1 Maintain a Credit Ledger - per customer
5.2 Properly monitor the overdue account - per customer
5.3 Prepare an Account Receivable Report (Monthly)
1. Prepare all vouchers and check payment for the supplier.
2. Ensures proper weighing of all Raw materials and Food products; properly documented
3. Issuances of Materials & Supplies Receipts (MRS Forms) for all incoming supplies and monitor properly the movement
of accountable form.
4. Certify upon condemnations of unusable raw materials, dead day old chicks, empty/used sacks, etc.
5. Maintain record for Stock Position of Animal Health Product and Food Product.
6. Conduct a regular monthly physical inventory and review actual count against per record.
7. Maintain complete, accurate and updated books of accounts to wit: (Intended for submission to Main Office)
7.1 Cash Voucher Register - Operations/Raw Materials/Fund Transfer
7.2 Materials & Supplies Receipts
8. Maintain Subsidiary ledgers of expenses; prepares schedule for monthly reports to wit;
8.1 General & Administrative Expenses (Including Schedule of Expenses per section)
8.2 Selling Expenses
Bachelor of Science in Commerce Major in Accounting. Major in Accounting is an art of recording, classifying, verifying, summarizing , interpreting financial information. It reveals profit or loss for a given period and the value and nature of a firm's assets, liabilities and owner's equity.