Roles & Responsibility as Senior Document Controller

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• Responsible to establish a document control system which achieves a traceable distribution to the team and external parties. This consist of

  • Shop Drawing & Sketches

  • Material Submittal

  • Design Calculation Note

  • Method Statement

  • Quality Document

  • Improvement Action Report

  • Preventive Action Log

  • Corrective Action Log

  • Pre-Qualification Document

  • Request for Information

  • Field Change Request

  • Non Conformance Report

  • Inspection Test Request

  • External project correspondence

  • As-Built documentation and other transmittals.

• Responsible in registering the received correspondence and technical documents from various parties as well as storing hardcopies and electronic file in a manner of easy access.

• Planning of document submittals throughout the project and establishing a transmittal process.

• Coordinating with the Consultant and Deployment Team and documentation control for all disciplines to submit required documents on time. This includes administration of the Design Registry. Coordinate with the subcontractors and Project Managers as per discipline to achieve constant project documentation ready to be hand over to the client.

• Initiating Internal Discipline Checks (IDC) and expediting the documents thereof.

• Updating and maintaining the Project Document Control databases with Project Requirements.

• The receipt, checking and registration of all project documentation and distributing it to the necessary parties.

• The distribution of controlled copies as required, and collection of superseded revision from site team.

• The compilation, control and update of the master document list.

• Supervision over the mail registration system.

• Organizing, filing and controlling all the master (original) documents and their full history.

• Excellent 6 years of experience on ACONEX an Online Document Management Application Webportal. 

• Responsible in uploading and downloading documents submittals to Client using ACONEX.

• Preparing Daily Status Report of received and submitted documents for Project Manager & Technical Manager Team.

• Feeling easy to work with MS Excel and merging data in MS PowerPoint presentation using data interpretation and programming using macros and Visual Basic for Application.

• Coordinating with the distribution activities of Document Control, including tracking and reporting on document review to technical and site team to facilitate progress Work independently. 

• Implementation, management and administration of the technical department by electronic document copy in order to go green i.e. paperless system by uploading electronic files to Share Point in a manner that everyone in the organization can access and able to generate reports.

• As a Senior Document Controller, I supervise everything in our Department especially in giving training and assisting other staff in using in house database systems (Project Mail – PMAIL, Client Document Management – CDM and Project Document Management System– PDMS).

• Responsible in generating references for all the documents to be issued for easy tracking and registry.

• Tracking the pending documents through weekly progress report. 

• Notifying the involved party for taking appropriate action on the pending documents.

• Manual follow up with the consultant in order to get an expected schedule for all pending documents. 

• Ensure 100% quality in all documents received from contractors and counterparts.

• Validated files and controlled documents managed for archival activities. 

• All Approved documents submitted and preserved As-Built files in archives.