Senior Document Controller
EHAF Consulting Engineers
مجموع سنوات الخبرة :15 years, 4 أشهر
• Develop and manage utilization of document control database system allowing for better tracking of documents, approval loops, revision identification, quality, and timely receipt for distribution.
• Engage with the client team to design and implement the project EDMS (OpenText) system.
• Provide guidance and training on Document Control processes for the Project Team members.
• Prepare, file, and distribute all project documentation/drawings and correspondence for EPC groups (engineering, procurement, construction).
• Create transmittals and files for recipients to ensure nothing is delayed that may affect bids or projects. Maintain document distribution matrix for project teams, client lists, and key personnel. Assist in engineering documents to be uploaded to the EDMS.
• Manage the flow of correspondence into and out of the Company; ensure outgoing documents are accurate, comply with company standards and policies, route correspondence to correct associates; and protect and secure confidential and proprietary information.
• Responsible for examining documents such as blueprints, drawings, change orders, and specifications to verify completeness and accuracy of data.
• Ensure proper document classification, sorting, filing, and proper archiving.
• Perform document quality checks in accordance with company engineering document control procedures.
• Manage the project email inbox to ensure that internal requests are handled in a timely manner.
• Ensure that document control functions are being performed in accordance with policies.
• Ensure the project teams follow the defined internal document review and approval process.
• Receive, register, and distribute Contractor/Vendor and internal documentation.
• Maintain copies of client specifications and standards for a project, which includes tracking of specification deviations and addendums.
• Maintain internal issuing, tracking, and reporting status of drawings, specifications, and engineering documents.
• Verify all gathered data, such as matching supplier invoices against file copies.
Working closely with Project Operation, Design & Execution teams. Establishing the Document Management System and Procedures for the Project. Coordinating with team members associated with various sections of the project. Providing support to different business units. In charge of the project Document Control, Admin team and supervision of daily transmissions of project drawings and documents in ACONEX web-based document management system and company EDMS. Organizing various workshops and presentations with in-house project Operation, Design, Execution, Sub Contractors and Consultant Representatives’.
Other responsibilities include project administration, managerial reports, project coordination meetings and inter-discipline workshops. Regular meetings with subcontractors, consultants to determine project needs and various other key responsibilities involved in this role.
• Experience in leading a small group of Document Controllers (12 persons), managing Site Document Control team, in addition to the execution of my own document control duties.
• Ensure that all the project information is up-to-date
• I am responsible for the effective and efficient document control of all engineering documents, in accordance with the established procedures.
• Design and development of advanced project document control system for the business.
• I am responsible for maintenance and continual improvement of Document Control Management System as per company/project standard. Monitor the document control requirements on an ongoing basis so as to make recommendations for any improvements in the system if necessary.
• Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
• Maintain registers of all receipts and issues or submissions of documents and correspondence.
• Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.
• Ensure the effective running of the day-to-day operations of the document center.
• Hands on experience in identifying, sorting of Engineering Documents and drawings (Electrical & Instrumentation drawings, plot plans, details, loop drawings, data sheets, standards, isometrics, manuals etc.) as per the ISO Document Control process, EDMS, QMS & ACONEX.
• Ability to plan, organize, lead and coordinate the Document Control function within our multidisciplinary Engineering group, in order to meet the needs of the projects, proposals and Company’s quality requirements and timely deadlines (milestones).
• Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
• Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.
• Assist with the implementation, management and administration of the electronic document management system.
• Perform document control & Quality management activities.
• Maintain procedures for maintaining documents and manage change control of documents.
• Reporting on the performance of the document control system for review and as a basis for improvement of the documents control system.
• Ensure that Project Team and contractors comply with the document management system process and procedures.
• Work closely and liaise with contractors’ document control group in all matters relating to document control.
• Maintain document logs for correspondence, material approval submittals, shop drawing, RFI (incoming & outgoing).
• Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.
• To ensure compliance with quality assurance requirements at all time.
• Coordinate engineering key performance indicators
Document Controll Officer
• Responsible for receipt, registration and distribution of all documentation secure filing of all document revisions, transmittals and comment sheets.
• Performing edits on documents before submitting them for approval. This includes checking the documents for typographical errors, misinformation, spelling and punctuation errors
• Keeping track of all documents, Drawings, correspondence and transactions; Maintain and update the Master Document Register
• Maintain a library of Company documentation on its policies, procedures, etc
• Archived soft copies and take backups
• Data entry to Document Management System (DMS) to ensure data validation and revision control
• Checking that all documentation complies with specified company formats, templates and standards
• Logging all the correspondence, Documents, Drawings/Designs and Reports for easy retrieval.
• Follow up all the Submittals & RFI's and ensure their return in an agreed upon timeframe.
• Preparation and distribution of weekly Document Tracking Registers.
• Registration, issuance and distribution of technical documentation to internal and external parties, ensuring timely turnaround of documentation
• Engage in preparing project documents and related reports as and when required/necessary.
• Supervise Day to day uploading and downloading of e-correspondence, drawings, transmittals and other documents (via Aconex web Server).
• Update all spreadsheets/logs. Supervise archiving, photocopying, scanning.
• Set up documents and folders for new projects.
• Verify the correctness of the documents received from External Project Team Companies and coordinate with them to resolve any discrepancies.
• Coordinate with project team companies Consultant, Contractor Document Control teams in establishing and improving Document Management System.
• Update and keep track of the Record Book on a project basis
• Handling, safekeeping and monitoring of all confidential and official documents, letters, report, etc.
Department Assistant
•Ensures the smooth operation of QA Department.
•Provide administrative assistance to the QA Manager in day to day operations of the department
•Prepares project related reports and correspondences requested by the QA Manager
•Coordinate & gather information from internal parties for process improvement purposes
•Performs posting and verification steps in accordance with documented procedures and work instructions.
•Brings to the attention of the QA Management all concerns that may affect the performance of the group. Checks attendance of all QA personnel
•Assist QA Manager in implementing motivational activities within the Department
•Monitors deficiencies of staff pertaining to procedural compliance.
•Adjustment of manpower to accommodate changes in the existing load plan
•Attending meetings, taking minutes and keeping notes
•Responsible for handling the storage of office supplies and consumables
Document Controll Officer
•Manage and handle all project documentation such as Quality Control Plan, datasheets, drawings etc.
•Maintain an efficient project related Document Control register
•Liaise with internal & external agencies or departments to ensure that control and filing procedures are maintained for all documents
•Maintain a library of Company documentation on its policies, procedures, etc
•Keep records of materials filed or removed, using logbooks or computers
•Maintain a soft copy of file index for easy reference
•Document distribution and retention
•Archived soft copies and backups
•Ensure handover documentation is available and in an orderly state for the handover to the relevant parties
•Ensures copies are distributed to all relevant personnel on time as indicated / advised
•Update and keep track of the Record Book on a project basis
•Preparing Reports & Presentations for ISO Meetings as and when necessary
•Handling, safekeeping and monitoring of all confidential and official documents, letters, report, etc.