Senior Document Controller
ACGC
Total years of experience :14 years, 3 Months
• Leading & assisting the document control team in Preparation & Submission of documents to
the consultant. (Like: RFI, RMI, FTR, CPC, Material Submittal, Document Submittal, NCR’s,
Memos, Correspondences, Shop Drawings (Civil, MEP, Arch, QA, QC) & As Built Drawings
as per ISO Standards.)
• Responsible for supporting entire document control department, high-level executives and
project management team.
• Handling confidential documents like Project Contract, Specifications, Tender documents,
B.O.Q, V.O’s, E.O.T’s, Payment Certificates & official correspondences.
• Involve in preparation of reports ( Daily, Weekly, Monthly) by coordinating with Planning,
construction & technical teams.
• Assisting the Project Manager & Planning Engineers to update Project plans.
• Preparing correspondence, memos & presentation reports.
• Prepare & raise purchases requisition for purchase of office equipment's.
• Submitting & Receiving all official transmittals & documents to/from client.
• Maintain healthy relationship with consultant team to follow documents.
• Handling & Maintaining Sub-Contractors ( More than 10) documents &
follow up for their approvals from Consultant & Client.
• Set up an EDMS for the management of technical documentations
• Maintain proper organization and storage of documents and information
• Provide training, assistance, guidance to technical support team.
• Overseas Bio-Metric Machine & Time keeper activities.
• Personally responds to as many inquiries as possible
• Creating accounts for new staff in active directory
• Updating & Backup Data base weekly & send to H.Q.
• Uploading all the Project Database daily base in Client System ( PCM ) .
• Responsible for handling and tracking hard copy & soft copies of data.
• Giving training about our applications & seminars to new employees.
• Provides administrative support to Project Manager and performs numerous duties
Key Responsibilities and Principal Accountabilities:-Leading & assisting the document control team in Preparation & Submission of documents to the consultant. (Like: RFI, RMI, FTR, CPC, Material Submittal, Document Submittal, NCR’s, Memos, Correspondences, Shop Drawings (Civil, MEP, Arch, QA, QC) & As Built Drawings as per ISO Standards.)
Responsible for supporting entire document control department, high-level executives and project management team.
Handling confidential documents like Project Contract, Specifications, Tender documents, B.O.Q, V.O’s, E.O.T’s, Payment Certificates & official correspondences.
Involve in preparation of reports ( Daily, Weekly, Monthly) by coordinating with Planning, construction & technical teams.
Assisting the Project Manager & Planning Engineers to update Project plans.
Preparing correspondence, memos & presentation reports.
Prepare & raise purchases requisition for purchase of office equipment's.
Submitting & Receiving all official transmittals & documents to/from client.
Maintain healthy relationship with consultant team to follow documents.
Handling & Maintaining Sub-Contractors ( More than 10) documents & follow up for their approvals from Consultant & Client.
Set up an EDMS for the management of technical documentations
Maintain proper organization and storage of documents and information
Provide training, assistance, guidance to technical support team.
Overseas Bio-Metric Machine & Time keeper activities.
Personally responds to as many inquiries as possible
Creating accounts for new staff in active directory
Updating & Backup Data base weekly & send to H.Q.
Uploading all the Project Database daily base in Client System ( PCM ) .
Responsible for handling and tracking hard copy & soft copies of data.
Giving training about our applications & seminars to new employees.
Provides administrative support to Project Manager and performs numerous duties & updating project activities regularly.
Worked as Document Controller for all Projects in Head Quarters.
ABACON is the sister Company of ABATCO & ABACON is the Design & Engineering Consultancy wing of the most famous HMR Group of Environmental Engineering Consultants Companies Dammam, KSA which is engaged in providing Specialized Architectural, Structural Design of Residential and Industrial Projects and Detailed Engineering Services. Consultants, Architects, Planners and Engineers are the four major areas where ABACON focuses more. It is one of the leading providers of architectural and engineering design services to the various sectors like Residential & Commercial Buildings, Recreational and Cultural Buildings, Education, Hospital and Hotel Industry, Tourism sector & Industrial sector etc.
Key Responsibilities and Principal Accountabilities:-
Exposure in Engineering design office, experience in leading a small group of Document Controllers, managing Site Document Control team, in addition to the execution of my own document control duties.
Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
To establish the Electronic Document Management System (EDMS) (PCM )
To co-ordinate with site document controllers for regular and up to date dissemination of documents to various levels in the organization.
To ensure that an up to date general filing system including a master file of all types of materials as required is maintained.
To ensure that all incoming documents / drawings & outgoing documents / drawings are maintained.
To receive, sort all incoming correspondences, Vendor Documents, project drawings and technical documents.
To ensure that all receipts and dispatch are registered in the log.
To ensure that copies of all correspondence are issued to respective recipients after receipt and dispatch.
Liaise with Contractors, Clients, Cost consultants, landscape subcontractors and tender board officials for project requirements as regards to Document control.
To archive and retrieve as necessary the old project documents and store them in the Archive Department in corporate office.
To maintain progress reports of documents handled by the department on a weekly basis and issue the notices to department heads regarding outstanding correspondences if any for expeditious response as per project contract.
Perform Document Control functions in line with Approved Procedure.
Maintain Document Control Database.
Manage Document Control Center, Project Filing System.
Document distribution of both electronic and hard copy to various action parties.
Provide assistance to Engineering personnel in document retrieval.
Interface with Client / Consultant and 3rd parties as needed.
Implementing established Document Management Procedures.
Prepare report as required by the Project Manager.
Answer telephone, screen and direct calls
•Provide information to callers
•Greet persons entering organization
•Direct persons to correct destination
•Ensure knowledge of staff movements in and out of organization
•Monitor visitor access and maintain security awareness
•Provide general administrative and clerical support
•Prepare correspondence and documents
•Receive and sort mail and deliveries
•Schedule appointments
Administration support to the Directors:
•Plan and organize Directors work schedule to maximize their use of time, allowing adequate time for meetings to ensure that their day runs smoothly and -they have achieved all they have planned to.
•Travel planning and booking accommodation as required.
•Manage and maintain an effective filing system, ensuring that filing is completed
on a regular basis, so all files are kept up to date and can easily be accessed by the Director.
•Keep a day to day track of the sales team and update the Director accordingly.
•Payment follow ups for invoices raised
•Recruiting employees: Coordinating with the Directors, to understand recruitment requirements, and then accordingly manage job postings on online platforms.
BSC