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Dear Sir,
I would like to be considered for the post of Lead Document Controller in your organization.
My experience complements the responsibilities that include over 11 year’s strong records management experience in reputed EPC companies in increasingly challenging roles. I have been able to advance in my career through demonstrated initiative and the ability to work effectively under pressure. In my recent position as a Document Control Coordinator with Total as Client, I have had the opportu
Education
2001 – 2003
Degree: Bachelor of Commerce from Burhani College of Commerce & Arts, India.
Technical Qualification
Diploma in Information Technology.
Diploma in Programming.
Diploma in Web-Designing.
EDMS Experience
Aconex/ Livelink/ Documentum/ IBIS Page/ eQuest/ MS-SharePoint/ Prodom
Experience
Company : ENI Saipem Nigeria (Port Harcourt, Nigeria) (2012 – Present)
Designation : Document Control Coordinator
Client : Total E&P Nigeria Ltd.
Job Responsibilities:
Develop and implement a set of key procedures and specifications governing the document control process, including document control procedure, document numbering specification, correspondence procedure, archiving specification, archiving procedure and other documentation together defining the Document Control framework on the given project.
Preparing specifications for documents (requirement, control, delivery) for (a) Internal and external design and vendor documents, and (b) Project correspondence.
Comply with the Company Records Management for Controlled and Uncontrolled documents.
Execute project archiving and handover to next project phase / Operations.
Manage all paper and electronic document flow within project, and from / to contractors or vendors. Create and maintain document distribution matrix.
Establish and coordinate the use of document “team working areas” for uncontrolled documents and informal sharing.
Establish and maintain the Document Control System and Electronic Document Management System (EDMS).
As part of the design management team, contribute to continuous performance improvement.
Ensure safekeeping and maintenance of technical records and master documents (hard copies) stored in Technical Services Library. Control the flow of technical library documents and file in a systematic order for easy retrieval using database logging registration.
Drive improvements within the Document Control scope through leadership, standards, and behaviors.
Make available the applicable project documentation to the project team (including CLIENT, partners, and subcontractors.
Manage all project documentation flows (paper and electronic).
Support PCM and PM in order to monitor the correct flow of documents.
Support PCM in the calculation of the engineering progress calculation (through EDMS).
Supervise Document Controller’s & Subcontractor Document Control Centre.
Liaises with IT Project Support for IT infrastructure and communication links.
Training the Project Team including CLIENT, Partners and Subcontractors about Project Document in the use of the system and other sites Document controllers.
Updating and maintaining controlled copies of Drawings / Documents and maintaining the Register of the same.
Interfaces with all disciplines to ensure that the requirement of the documents/drawings for projects and operations are properly handled and their outstanding and pending issues are resolved in timely manner.
Participate on KOM with VENDORS to explain main requirements related to VENDOR documentation.
Producing reports for the follow-up, expediting and progress measurement of the vendors’ documentation.
Filing and archiving the documentation in electronic format as per archive and retention policy.
Ensured retention of both electronic files and hard copies complied with project requirements.
Conducted interviews and selected suitable DC candidates for the DC team.
.Carry on internal Audit and Subcontractor audit as per audit schedule.
Ensure that all correspondence, other non-technical documents and records are distributed and maintained in accordance with PJM procedures.
Prepare and issue document reports (Monthly Contractor Master Document Register status / progress / forecast, Weekly Company Document review statistics).
Liaise with project teams to establish and oversee Project Document Control reports (status, progress and forecast) to be run on a weekly / monthly basis (as required) as part of standard Project KPI functions.
Company : ENI Saipem Nigeria (Port Harcourt, Nigeria) (2011 – 2012)
Designation : Document Control Coordinator
Client : Chevron Nigeria Ltd.
Job Responsibilities:
Developed DC plans, procedures and work processes to cover the registration, distribution, reporting, storage and handover for all project deliverables and correspondences.
Comply with the Company Records Management for Controlled and Uncontrolled documents.
Providing overall coordination of project information activities and acts as the interface with COMPANY Document Control team. Acting as a focal point for the control of the Project Documentation during the whole project life.
Make available the applicable project documentation to the project team (including Vendor, subcontractors, etc)
Manage all project documentation flows (paper and electronic)
Support PCM in the calculation of the engineering progress calculation (through EDMS)
In charge of the Project Document Control System set-up (organization, tool and logistic), reliability and availability.
Follow up: CLIENT approval process, Vendor Document review, Final Project Archiving and Document Handover to CLIENT (paper and electronic).
DMS Access rights to project members according to each functional positions.
Prepares: Document Control Organization chart, Project Document Control procedure, Document Control Templates, Project Document registers, Reports (approval status, look-ahead schedule etc) and User Guides.
Liaises with IT Project Support for IT infrastructure and communication links.
Monitor Project Document Control procedure implementation by all project team, Document controllers training and Document control team efficiency.
Main focus on Approval cycle is optimized, Confidentiality and alerts of any delays in pending documentation.
Archiving of project documentation at completion of the project.
Company : Kellogg Brown & Root Intl. (Abu Dhabi, U.A.E) (2009 – 2011)
Designation : Document Management Specialist
Client : Al Dar
Job Responsibilities:
Experienced in all document control activities from design through construction, commissioning and handover. Accountable for implementing and managing the Document and Records Management Process during the execution phase of the project.
Work with department Quality Management System, Information Manager to ensure documentation is current, accurate, and complete as required by ISO 9001.
Examine the Consultants and Contractors documents complying with the procedures and overall ensure all the project participants following the communication procedures.
Receive and prepare final versions of documents authored by staff throughout the department using standardized system and procedural requirements and specifications.
Working independently, applies discretion and professional judgment in the layout and formatting of templates.
Assist in the implementation of project instructions, manage daily training activities and assist with the administration of the Aconex document Management system.
As a part of project delivery team perform reviews and audit the project participants’ document management system to ensure everyone complies with the PI’s.
Draft a handover and commissioning procedure together with Information Manager.
Follow-up with the Managers for the submission of DDH (Document Deliverable Headers) identifying the headers with the help of DDM (Document Deliverable Master) and examine the Consultant’s & Contractor’s DDS (Document Deliverable Schedule) and further submit to client for the final approval.
Development and maintenance of a technical and financial documentation center for storage of reports, program management data, and technical presentation material.
Conduct a softcopy scan process, to include document coding as per PI (Project Instruction) and compressing into the required formats.
To provide a document control service, maintaining effective control of all project documentation, consistent with company standards and processes.
Company : Leighton International (Abu Dhabi, U.A.E) (2008 – 2009)
Designation : Lead Document Controller
Client : TDIC
Job Responsibilities:
Providing effective document and data control services and training that ensure business management records and management system documentation are integrated, accessible, timely, secure, collected and filed in accordance to company policy. Possess high standards of organizational skills, have the ability to prioritize workload, have previous office experience, able to work under pressure, be a team player and be self-motivated.
Ensure effective document data control occurs deliver accurate, timely and responsive general administrative duties.
Review & check all the incoming and outgoing correspondences from Subcontractors.
Ensure all the incoming & outgoing correspondences, drawings are properly log & numbered and retain a master copy of the file for easy tracking & future references.
Manage the flow of documents & correspondence for the project.
Ensure all the incoming correspondence & drawings to be scanned in electronic files and stored in appropriate numbering into the working project server.
Upload files especially technical documents and drawings to Aconex & place in the appropriate location as per project instructions.
Assist Project manager & engineers in locating drawings and other technical documents.
Coordinate with Lead engineers & Subcontract Department for QAS package in hard copy & soft copy.
Check & review documents indexing and ensure the revisions of the documents are updated.
Administrating a system for tracking deliverable documents. Ensure distribution of project documents in accordance with the project distribution matrix.
Expediting overdue documents both internal and those with the company.
Maintain document register of incoming and outgoing project documents.
Maintain project library and stick files.
Processing of contractor’s documents procedures submittals for approval and conduct initial review, if they follow the project Procedures and according to the project specifications.
Manage the Aconex system and keep active master hard copy filing of project related technical documentation.
Company : Gulf Contracting (Doha, Qatar) (2006 – 2008)
Designation : Document Controller
Client : Areva / Siemens
Job Responsibilities:
Receives all relevant location documentation and ensures the technical documents are stored properly and creates efficient data storage/filing systems. Develops and maintains an up to date efficient systems.
Input, update and extract project data via the Electronic Document Management System to meet claim deadlines.
Provide support to project engineering management team with regard to technical document management, bulk uploading and downloading of technical documents in the Company using interface applications program (ftp server).
Ensure safekeeping and maintenance of technical records and master documents (hard copies) stored in Technical Services Library. Control the flow of technical library documents and file in a systematic order for easy retrieval using database logging registration.
Provide proper document numbering for all documents produced by Technical Services. Changes on documents should be reflected and updated the relevant documents as required in archives.
Interfaces with all disciplines to ensure that the requirement of the documents/drawings for projects and operations are properly handled and their outstanding and pending issues are resolved in timely manner.
Attends routine Projects/Operations/Office meetings and carry out all necessary action on documents and drawings issues.
Adheres to the legislative requirements of all countries where the Company project operates. Maintains the highest ethical standards in dealing with all persons. Preserves loyalty by working for the exclusive benefit of the Company throughout the duration of the assignment.
Company : Saudi Aramco (Dhahran, K.S.A.) (2003 – 2006)
Designation : Document Controller (Contract)
Department : Record Management Unit
Job Responsibilities:
Analyze requests for new or modified electronic data processing systems by reviewing documents and consulting with users, technical personnel, departments etc. in order to assess user needs and to determine feasibility of converting manual systems into a form acceptable for electronic data processing.
Composes systems or program documentation including flow charts, file layouts, input/output documents etc. Conversion of analog material like 16mmMicrofilm, Microfiche, Aperture cards to digital format TIF or PDF.
Analyze procedures and problems to refine data and convert it to programmable form for electronic data processing confer with users to ascertain specific output requirements, such as type of formats, and perform related work as per user requirements.
Receives Company executives, officials from other firms and governmental agencies and refers them to supervisor or to his assistants during his absence or may furnish general information to them on Company business.
Test systems and/or programs by preparing test plans and data, conducting test runs for prototype, reviewing both input and output data for accuracy and validity, determining causes of program/system failure, and making necessary changes to ensure the validity of the system or program prior to actual implementation.
Implements approved systems including file retention cycles, error recovery procedure etc; determine type and number of equipments/devices (Scanners/Plotters) and amount of computer time, core size, and number devices required to process production request’s and submit the report to management.
Serves in a liaison capacity between supervisor and his staff, conveying information to them concerning his wishes, opinions, or decisions on minor matters of policy or procedures. Follows up on action indicated in meetings by advising person(s) responsible for action and reminding them of deadlines.
Keeps reference files and manuals of policy and procedure up to date by adding current and deleting obsolete information. Follows up for final disposition cases and materials requiring further action.
Skills
Have a “will do” attitude and able to prioritize and manage multiple simultaneous assignments.
Identifying & Setting up Document Distribution Matrix
Vendor Management
Project Report Management
Project Gap Analysis Management
Project Schedule & Follow-Up Management
EDMS – Electronic Document Management System
Archiving & Retention Management
Good IT competence levels
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