Senior Document Control Supervisor
AECOM Arabia
Total years of experience :28 years, 10 Months
Supervision and assuring the quality of the work being executed under PMIS (Proliance) documentation software.
Overall in charge in the control & maintenance of all documents and records.
Carryout documents/records preparation, distribution & control in accordance to IMS (Integrated Management System) and procedure of document control.
Implementation & monitor document system functioning in main office as well as at site offices.
Processes of permanent, long term, short term, and vital records in all media forms, including the scanning or filming of records and management of records in a digital format.
Ensures that pre-established requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of different projects.
Maintains and established data distribution system and schedule for the assigned project based upon client, project, and supplier requirements.
Expedites review, signature approval, and release of supplier and internally produced project documents.
Establishes and maintains files and computerized indexes for active engineering documents. Generates electronic/hardcopy reports as needed by the management.
Assists in preparing a "mock up" for operations manuals (e.g., develops the index, binders, dividers, etc., and ensures timely printing and assembly) and job data books (pulls drawings and documents, develops index, cover sheet, dividers, etc., ensures timely reproduction and assembly).
Prepares transmittals for engineering documents and requisitions.
Arranges document cataloguing, packing, and long-term storage or disposal of appropriate engineering documents at time of project closeout.
Establishing and maintaining a record of controlled documents on distribution.
Visit project site offices to ensure implementation of document control procedures at sites and to conduct training for site document controllers as required.
Responsible for the implementation, create and maintaining of Expedition PCM database.
Elaborating, maintaining and updating the Client’s procedure.
Supervising the receipt & transmit, control, storage and issue of project documentation under Expedition database.
Control the Expedition reference system in accordance with the Client’s Procedure Plan.
Supervising the establishment and maintenance of project central filing system in hardcopies.
Ensure the data control and Expedition application is in use.
Establish the master distribution matrix in conjunction with the responsible project staff.
Monitoring the performance in closing out Expedition communications
Generate Expedition Performance Reports.
Regular maintenance and retrieval of the Expedition database.
Integrate the Expedition system with the EDMS system to ensure all communications are captured on the EDMS.
Elaborate on the choice of printing equipment type and features to suit requirement and capacity.
Ensure that any site changes is incorporated or annotated on the master documents.
implement all processes and aspects of document and data management utilizing EDMS systems Premavera Expidition (Contracts Manager). Assigned as DMS Administrator, other responsibilities are to train staff in all document management processes, provide user name & access to new project members and providing full support at all times.
Assists with establishing Quality Documentation. Interfaces and liaisons between the Facilities Operations section and the corporate Documents and Standards section.
Prepare and issue procedures on the numbering and control of both internal and external design and vendor documents as per contractual conditions and in line with existing Client guidelines and Design and Engineering Practices.
Establish a project filing index for both hardcopy and electronic media of engineering documents stored by the project, and establish a similar index for the filing of project correspondence. Ensure that all received electronic media are added to the correct folders maintained within the project Document Management System.
• Supervise the Consultant Document Control Team
• Supervise all official submittals such as Monthly Production, Daily Reports (Manpower, Equipment & Daily accomplishments etc.) Material, Engineering Dwg. Etc.Schedule meetings, reporting the minutes and Primary Administrations.
• Assisting Engineer’s in preparing different types of submittal, inspection report etc.
• Arrange demonstration from various Manufactures and Suppliers/contractors.
• Making appointments and meeting with Project Manager, Client, Contractor and Sub-Contractors.
• Supervise the complete office administrative work.
• The entire incoming and outgoing Data banking and official correspondence.
• Keeping full records of employee activities and maintaining time sheet.
• Supervising the team of around 20 sales personnel
• Regular Meetings with the Clients.
• Visiting industries, companies and business centers for encouraging clients for advertisements.
• Regularly monitoring market analysis and holding market survey.
• Advertising through different channels to promote business.
• Conducting seminars, debates and meetings in the collages and universities to familiar the magazine in students.
• Preparing weekly, monthly and annual reports.
• Regular communication and correspondence with the head office.