Senior Document Controller
Greenline Interiors
مجموع سنوات الخبرة :20 years, 1 أشهر
• Establish, Implement, Document & Maintain an efficient Document Management System that suits the company’s business.
• Attending Kick-off meetings with clients for streamlining the documentation requirement of the project.
• Maintain the document file systems, indexes & document registers for critical engineering documents, both physical and digital & Maintain up-to-date records of project documents with latest revision.
• Provide full secretarial and admin support (i.e. answering the phone calls and directing to the concerned departments, take minutes of meeting and maintain records) to the project team and department to ensure the smooth running of the department operations.
• Responsible for creating Construction Transmittals i.e. RFI’s, MARS, SDS, IRS and Document transmittals as required.
• Responsible for the transmission of construction documents to and from consultant, third parties, including vendors, regulatory agencies and other external bodies.
• Drafting and creating letters for the client, sub-contractors and other parties as required.
• Responsible for data integrity in EDMS & Provide EDMS support and promoting effective use.
• Scan, image, organize and maintain documents, adhering to the company’s document lifecycle procedures, and archive inactive records in accordance with the records retention schedule.
• Control the retrieval of documents.
• Tracking the pending documents through weekly progress reports.
• Notifying the involved party for taking appropriate action on the pending documents.
• Support the officers and project team in daily admin roles and assist to keep stock of stationery supplies for the department.
• Maintain construction site correspondences, requisitions, materials certificates, gate-passes, manpower statics/details, inventory control and daily site progress reports.
• Execute the scope of work according to the QA/QC procedure and standards ISO 9001:2008 (Clause 4.2) and be prepared for monthly/ periodic QA Internal and Certification audits.
• Responsible for the compilation of final dossier as per the client requirements/standard after the completion.
• Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress work independently to facilitate group activities.
• Manage archival activities for controlled documents and validation files.
• Assist with the implementation, management and administration of the department.
• Work with subject matter experts on technical subjects in a positive, collaborative manner to prepare controlled documents.
• Review and proofread documents for consistency of document format and system concerns.
• Use department databases to track and manage and control issued documents. Assign lot numbers, material part numbers, and various other document tracking numbers
• Maintain procedures for maintaining documents and change control of documents.
• Reporting on the performance of the document control system for review and as a basis for improvement of the documents control system.
• Complies and maintain control records to verify completeness and accuracy of data.
• Posts changes to manual control records, and maintains related files.
• Prepares reports & Memorandum.
• Prepares reproduction of documents if needed.
• Performs other duties that may be assigned from time to time.
• Procurement of office stationery and its record.
• Controlling of all Operational procedure and Formats as per ISO QMS.
• Control of Customer Engineering Drawings.
• Preparation of Master list of all procedures and formats.
• Issuance of controlled and uncontrolled copy of all drawings & documents to relevant personnel and its record in soft & hardcopy.
• Record of amendments in drawings, procedures and formats, changes in Revision numbers.
• Assurance of keeping all latest revisions of drawings & documents to all relevant departments and its acknowledgement.
• Preparation of Daily Welding & Fabrication (In-process & Final) reports in software.
• Assistance to QMR in internal as well as in external audit.
• Email handling regarding Quality Management System.
• Procurement of office stationery and its record.
• Preparation of staff attendance report on software MYOB.
• Arrangement of ticket and other requirement for workers on annual as well as emergency vacations.
• Keeping the record of Directors meeting and its scheduling and announcement.
• Collection of cash from all 3 outlets & deposits in company accounts.
• Withdrawal of cash and its transfer to account department.
• Record of all cash transactions in MYOB.
• Preparation of summary of all activities.
• Petty cash handling.
• Procurement of raw material from main store to production.
• Transfer of finished products from production to main store.
• Assistance to Production Manager in execution of production orders.
• Preparation of report FSTN, MQN, MRN, MIN on software MCS.
M/s Office Tools i.e. Ms Excell, Word, Power Point, Outlook.