Sr. Document Controller
SYSTRA MVA Consulting India Pvt. Ltd.
Total years of experience :13 years, 5 Months
Perform as project system administrator for the document management system ACONEX (EDMS).
Responsible for keeping and tracking of records: Correspondence (Incoming and Outgoing) Logs and other Technical Logs such as Materials Submittals, Shop Drawings, Method Statement, Inspection Reports, etc.).
Receiving all technical and administrative documents from Client and Contractor with necessary QC checking
Issue official documents to Client and Contractor & Subcontractors.
Take action to respond to the requirement from client, Contractor or Subcontractors on document control issue.
Download/upload the document from SharePoint
File documents in physical and digital records and ensure appropriate storage and ensure the latest revisions of all documents.
Ensure drawings produced for the projects are recorded and distributed to dedicated personnel and prevent use of superseded documents.
Prepare transmittals and letter for General Drawings/ Documents and Detailed Design, Shop Drawing/GFC Drawing /As-Built Drawings, Method statements, Material submittals, Sample submittals, Pre-qualifications, O&M Manuals etc for transmission to Client or internal purposes.
Maintain Record of Request for Inspection (RFI) and approved/rejected RFI distribute to Client and Contractor.
Numbering & identification of physical & electronic documents.
Quality & compliance checks on documents.
Tracking every day pending letters and drawing, send email to team for complete task.
Maintain confidentiality around sensitive information and terms of agreement.
Maintaining project NCR Register and send approved soft copy to Client for Information
Formatting Tender Documents of all Systems and send it to Client for review.
Prepare Monthly Progress Report and Quarterly Report.
Prepare Testing Commissioning documentation.
Performed routine administrative tasks.
Prepare Minutes of Meeting and send to Client/Consultant/Contractor.
Verify all documents submitted by Originator following document Control Procedure.
Prepare Presentation for Management/Client Meeting.
Communication with all internal and external parties and participants as per the Responsibilities and Matrix prepared
EDMS, Power point presentation preparation, uploading of documents to FTP by electronic link transfer.
Manage the document control team and activities to ensure timely deliveries.
Develop and update the document control procedures and guidelines to ensure correct, consistent, and standardized processes are used within the team.
Identify training needs and provide training to team members to help them improve their current skills and abilities
Review and update technical documents like manuals and workflows.
Distribute project-related copies to stakeholders by adopting appropriate workflows.
Maintain the document controls database by inputting relevant document information.
Coordinate with project manager/engineer and other discipline leads.
Receive, log, track, file, and monitor engineering and supplier drawings in an Electronic Data Management System (EDMS) like Procore, Aconex, Document Locator or equivalent.
Maintain system documentation, flow charts and related materials which reflect the ongoing activities of the department as well as document flow.
File and retrieve documents necessary to facilitate the control of project documents.
Respond to internal and external drawing and document requests.
Maintaining the security of confidential documents.
Assist employees in accessing documents on projects as needed.
Assist in the preparation of data books, subsequent filing and scanning for data book completion.
Generate transmittals as required.
Assist in the turnover of drawings and documents at job completion either hard copy or electronically as per the project needs.
Attend regular coordination meeting as scheduled.
Ability to prepare / develop Minutes of Meeting (MOM).
Prepare outgoing Transmittal to Main contractor / Client /Supplier (correspondence) log.
Handling All Legal Documents (Building Permit/CR/CC/Power of Attorney, Project wise Local Authority Approvals, POA, MMUP, Topographic Survey)
Received Incoming Document Circulate, distribute to Related Department and log.
Prepare Transmittals for - Drawings, Method statements, Material submittals, Sample submittals, Pre-qualifications, As-Built drawings, O&M Manuals etc.
File all hard copies soft copies as per ISO standard.
Prepare daily report to the management.
Manage archival activities and databases for controlled documents to ensure they are easily tracked and accessed.
Control of all documentation entering, registering, numbering, filing and distribution to all project documents are correctly logged and dispatched to all relevant members of project.
Prepare outgoing letters to Main contractor / Client /Supplier (correspondence) and log.
Receive Distribute incoming documents and prepare log.
Prepare Transmittals for - Drawings, Method statements, Material submittals, Sample submittals, Pre-qualifications, As-Built drawings etc.
File all hard copies soft copies as per ISO standard.
Prepare daily/weekly/monthly report to the management.
Manage archival activities and databases for controlled documents to ensure they are easily tracked and accessed.
Control of all documentation entering, registering, numbering, filing and distribution to all project documents are correctly logged and dispatched to all relevant members of project.
Carry out document control day to day activities including uploading/downloading, archiving/filing, copying, scanning, receiving, dispatching and printing of incoming & outgoing project documents as required.
Review documents before processing ensuring the consistency with the document control system and format guidelines.
Registering projects Xpedeon/Aconox (document control program) once they are awarded and monitoring it to ensure that all departments comply with the procedures and requirements.
Creating SFS (soft filing system) folder structure for new awarded projects.
Updating the project history and the list of contractors, consultants & clients in the soft filing system for new projects once they are awarded.
Coordinate with all department heads to assign access rights for the folders in soft filing system for all existing employees and new joiners’.
Evaluate periodically the efficiency of the document control system and suggest for continued improvements including the utilization of appropriate software.
Maintaining Logs for Shop Drawings& Material Submittals as on “Status of Approved or Revised”.
Maintaining Non Compliance &Site Observation Logs-“Status of (Close& Open)
Preparation KPI Report, MIS Report.
Registering all documents in NIC EDMS Software.
Receiving registering incoming and outgoing letter correspondence.
Receiving scholarship document from Primary and Higher School / Collage and entering data in NIC software.
Prepare monthly reports and send to BSA office.
Prepare Weekly Minutes of meeting and share to District Magistrate office and BSA office.
Perform Administrative task
Update Candidate application form in NIC software.
Post Graduate Diploma in Computer Application
(Certificate in Information Technology