Document Controller
national projects & construction llc
Total years of experience :32 years, 4 Months
•Log all incoming and outgoing Drawings / Documents / Submittals, etc. Ensure timely distribution of Drawings / Documents / Submittals, etc. with correct revisions to all parties.
•Assisting in the management, implementation and administration of the department’s electronic document management system.
•Effectively following policies to provide support for the quality systems during audits and actively participating in department activities.
•Coordination with Client, Engineering Contractors, JV Partners, Subcontractors, Project Management team and other internal departments for documentation related issues.
•Strict adherence to the internal and Client provided documentation procedures.
•Ensure all project documents/drawings/correspondences are available in electronic and hard copy versions (scanned & native format).
•Responsible for organizing and conducting archiving and disposal of Project files as per contractual requirements and in-house procedures at the end of the Project.
•Prepare final Dossiers Indices for Client approval. Arrange final handover Dossiers as per the approved indices for onward submission to Client.
•Conducting periodic internal audit of the Department to cross check the procedures are following at all levels of the functions.
•Maintain updated records of all approved drawings and documents and their distribution.
•Maintain the files and control logs as required by the project.
•Tracking the status of the documents to ensure response dates are met.
•Ensure that all issued project deliverable are correct in accordance with document control procedures and revision control is accurately maintained for project documentation.
•Attending meeting and preparing minutes of meeting.
•Ensure that the quality standards of the Company are maintained.
•Understand and contribute to Company Quality and HSE policy guidelines.
•Set up distribution requirements.
•Routine administration of site and office as and when required.
•Log all incoming and outgoing Drawings / Documents / Submittals, etc. Ensure timely distribution of Drawings / Documents / Submittals, etc. with correct revisions to all parties.
•Assisting in the management, implementation and administration of the department’s electronic document management system.
•Effectively following policies to provide support for the quality systems during audits and actively participating in department activities.
•Coordination with Client, Engineering Contractors, JV Partners, Subcontractors, Project Management team and other internal departments for documentation related issues.
•Strict adherence to the internal and Client provided documentation procedures.
•Ensure all project documents/drawings/correspondences are available in electronic and hard copy versions (scanned & native format).
•Responsible for organizing and conducting archiving and disposal of Project files as per contractual requirements and in-house procedures at the end of the Project.
•Prepare final Dossiers Indices for Client approval. Arrange final handover Dossiers as per the approved indices for onward submission to Client.
•Conducting periodic internal audit of the Department to cross check the procedures are following at all levels of the functions.
•Maintain updated records of all approved drawings and documents and their distribution.
•Maintain the files and control logs as required by the project.
•Tracking the status of the documents to ensure response dates are met.
•Ensure that all issued project deliverable are correct in accordance with document control procedures and revision control is accurately maintained for project documentation.
•Attending meeting and preparing minutes of meeting.
•Ensure that the quality standards of the Company are maintained.
•Understand and contribute to Company Quality and HSE policy guidelines.
•Set up distribution requirements.
•Routine administration of site and office as and when required.
•Log all incoming and outgoing Drawings / Documents / Submittals, etc. Ensure timely distribution of Drawings / Documents / Submittals, etc. with correct revisions to all parties.
•Assisting in the management, implementation and administration of the department’s electronic document management system.
•Effectively following policies to provide support for the quality systems during audits and actively participating in department activities.
•Coordination with Client, Engineering Contractors, JV Partners, Subcontractors, Project Management team and other internal departments for documentation related issues.
•Strict adherence to the internal and Client provided documentation procedures.
•Ensure all project documents/drawings/correspondences are available in electronic and hard copy versions (scanned & native format).
•Responsible for organizing and conducting archiving and disposal of Project files as per contractual requirements and in-house procedures at the end of the Project.
•Prepare final Dossiers Indices for Client approval. Arrange final handover Dossiers as per the approved indices for onward submission to Client.
•Conducting periodic internal audit of the Department to cross check the procedures are following at all levels of the functions.
•Maintain updated records of all approved drawings and documents and their distribution.
•Maintain the files and control logs as required by the project.
•Tracking the status of the documents to ensure response dates are met.
•Ensure that all issued project deliverable are correct in accordance with document control procedures and revision control is accurately maintained for project documentation.
•Attending meeting and preparing minutes of meeting.
•Ensure that the quality standards of the Company are maintained.
•Understand and contribute to Company Quality and HSE policy guidelines.
•Set up distribution requirements.
•Routine administration of site and office as and when required.
Provide office and administrative support in order to ensure efficiency and effectiveness within the office.
Set up and maintain paper and electronic filing systems for records, correspondence, and other material
Operate electronic mail systems and coordinate the flow of information both internally and with other organizations
Establish work procedures and schedules, and keep track of the daily work.
Assist in the planning and preparation of meetings, conferences, etc.
Diary Management - daily schedules and appointments.
Deal with external callers and visitors.
Handling correspondence with the Client, Consultants, Suppliers, Subcontractors and with the inter-office departments.
Carry out other secretarial tasks as required and directed by the management team.
Assist where required in any other administrative functions for the office.
Organize and prioritize own work load to provide effective planned support for the office.
Liaise with other departments as and when necessary.
Maintain files and control logs as required by the project.
Attending meeting and preparing minutes of meeting.
Travel coordination - arrange transportation for site staff, site workforce and for senior Executives.
Maintaining quality standards of the Company.
Coordinate and liaise with subcontractors.
Maintaining site petty cash.
Basic document controlling of the Project Documents
General and overall administration of the office and the site.
Provide full secretarial assistance to Director - Marketing & Sales.
Diary management - daily schedules and appointments.
Making travel arrangements and itineraries (domestic and international), visa, foreign exchanges, hotel bookings, etc.
Arranging meetings and conferences.
Summarize correspondence received and deal with routines correspondence appropriately.
Coordination and follow-up with internal departments, branch heads and area heads.
Coordination with dealers.
Coordinate with advertising and PR agencies.
General and overall administration of the office.
handling correspondences, filing, general administration, attending telephone calls, etc.