Project Document Controller
Hill International
Total years of experience :18 years, 10 Months
Duties and Responsibilities:
•Distribute letter and document for approval to the respective design team and supervision team as per the distribution matrix.
•Work closely with the Design Manager with regards to the document submission issues.
•Process drawings and material submission on Aconex workflow.
•Check the quality of Contractor's submissions on Aconex and making sure that documents are in the correct format, number, metadata, etc. as per the project procedures/instruction.
•Point of contact between the Consultant, Contractors and PMC with regards to any document issues.
•Maintaining a comprehensive documents log.
•Inform the SRE for any outstanding and overdue documents, drawings, RFI and letters that needs to be answered.
•Coordinate the Sample Material with the material engineer
•Ensure all documents being submitted by the Contractor are registered on Aconex.
•Track the document status (ie: approved or rejected) and create a report.
•Archiving project documentation to the central archive as per the procedure.
•Prepare and generate the various document control reports as required.
•Report any potential schedule impacts, unusual project demands and any issues that need resolution to Project Manager/ DC Manager.
Duties and Responsibilities:
The Project consists of 10 Main Contracts and with total of 1 Central Document Control, 9 Senior Document Controllers and 10 Document Controllers.
•Report to Quality Manager
•Function as a Lead Document Controller
•Provides direction to Senior Document Controllers with regards to QMS procedures and EDMS Project Instruction and assure that these are being followed within the Document Control Department.
•Manage and process Central Document Control and Senior Document Controller tasks and responsibilities when they are on leave. These responsibilities are the following:
Central Document Controller Task:
Gatekeeper or point of contact between the Consultant and PMC or Client. i.e. send all outgoing and receives all incoming mails; Distribute mails as per the Distribution Matrix; Closely coordinate with the Project Directors and Contract Managers for any addendum to contract, Notice of Claims, Engineer's Payment Certificate and Change Request; Receives Sub-consultancy invoice for processing; Administer the Share Drive folders; Sends confidential mails to Client regarding any issues related to consultancy agreement; Allocating document numbers during tender stage and construction stage.
Senior Document Controller Task:
Gatekeeper or point of contact between the Consultant and Contractors; Prepares tender documents during tender stage; Check the quality of Contractor's submissions on Aconex and making sure that documents are in the correct format, number, metadata, etc. as per the project procedures/instruction; Distribute letter and document for approval to the respective design team and supervision team; Process drawings and material submission on Aconex workflow; Maintaining List of Documents; Inform the SRE for any outstanding and overdue documents; Coordinate the Sample Material with the material engineer; Coordinate with Design Managers and Senior Resident Engineers in planning and coordination of submissions of site instruction and engineer's instruction; Compiled the Contract Documents (i.e. High Level Documents, BOQ, Specifications, Drawings, Tender Documents and Interface Documents); Ensure all documents are registered on Aconex; Archiving project documentation to the central archive.
•Aconex Organization Administrator
•Administer and maintain the project EDMS/Aconex system. Create new Roles on Aconex, create new users, assign roles to users depending on their roles within the Organization and required access levels.
•Create template for letters and workflow if requred
•Monitor employees leaving the project and disable their account on the Aconex.
•Coordinate all internal trainings with Aconex trainer (Basic, Advance and Workflow training)
•Act as an Aconex Helpdesk within the COWI organisation.
•Carry out Internal and External Audit (Contractor).
•Prepares audit questionnaires
•Prepares audit and NCR report
•Perform follow up audit if necessary
•Responsible for the implementation & management of a Document Control System within the project.
•Providing guidance to both Technical and QA/QC Document Controllers.
•Ensure that ACONEX is used for any type of document activity within the project (e.g. transmittals, contract letters, RFIs, informal emails, etc…).
•Closely coordinates with the Consultant, Project Management, Lead Designers and Subcontractors on any type of problem and issues in documentation.
•Continuously audit documents on ACONEX and send memo to the originator for any conflicting documents uploaded and transmitted (e.g. poor quality of documents, duplicate in the system, etc…).
•Allocating numbers to documents in accordance with the project instruction.
•Tracking approval status.
•In charge in Company and Client audit.
•Ensure that new drawings and documents are being distributed as per the distribution matrix.
•Direct Reporting to QA Manager.
•Assisting our QA Manager in creating presentation, system flowchart (vertical or horizontal) and anything that requires by Him.
•Regularly check the outstanding and overdue RFIs and documents on ACONEX.
•Preparing reports regarding document control activities.
•Created a Document Control Procedure.
•Manage and maintain our Electronic Document Management System.
•Ensure that procedure is properly implemented to have good flow of documents.
•Assure that Document Register is updated at all times.
•Perform necessary activities for final documentation and archiving of project documents.
•Perform continual audit within the DCC department to check the gaps and to have continual system improvement.
•In charge during audit.
•Coordinates with the Client for any document related issues.
•Supervise and provide functional support to 2 document controllers, 2 junior document controllers and 1 clerk.
•Refers any issues that threaten project delivery to managers.
•Maintain project files and records for easy retrieval of documents.
•Point of contact internally and externally with respect to document control issues.
•Screening the document/drawings submitted by subcontractors on THINK PROJECT and rejecting any substandard documents as per Client specification.
•Uploading and submitting documents onto NEXUS (Shell Information Management System).
•Direct reporting to QA/QC Manager.
•Sorting all the documents for distribution on daily basis.
•Transcribing letter correspondence.
•Responsible for making backup of documents.
•Maintain a list of our filing system.
•Preparing product presentation (power point presentation).
•Occasionally handle product inquiries.
•In-charge for local and international hotel reservation.
•In-charge for car leasing.
•In-charge in requesting office supplies on a weekly basis.
•Tracking visas for new employees and visitors and arranging flight ticket.