Document Controller - Technip: PMC KIPIC - Kuwait
(2023-01 - 2025-12)
- Accurately entered and updated Documents and Transmittals in GAIA system
- Transferred the documents and transmittals to the Companies and Vendors using the GAIA system
- Worked with all types of Documents, Comments, MoMs both for External Companies and for internal purposes using GAIA software
- Well proficient in Ms. Word, Excel, Outlook, PowerPoint and PDF editing
- Worked on GAIA settings and updated it to some extent for the accurate delivery of transmittals to the company personnels
- Retrieval of documents from software to know their status and state
- Updated Revisions of each Documents were transmitted to KIPIC, KNPC, KOC and vendors
- Comments received from company were transmitted internally to the respective Engineers, Project Engineers, Managers, Engineering Managers and Director
- Additionally worked with Design Engineering
- Soft copies of each Work Orders were kept separately in their respective Folders
- Accurate and Updated logs were maintained for each Work Order
- Logs reflected all documents that were incoming and outgoing to KIPIC, KNPC, KOC and Vendors
- Hard copies of each documents and transmittals were handed to KIPIC and a received stamp was obtained for each documents submitted
- An accurate and updated filing system was maintained for each Work Orders respectively
- Engineers and managers could access all documents through the computer network system
- The accurate and updated DDM or Document Distribution Matrix was maintained for all the Work Orders
- Queries from Companies and those internally were handled well
- Summary reports and GAIA reports for each Work Orders were retrieved from software and were sent to corresponding Engineers, Managers, Engineering Managers and Director on a weekly basis
- Have thorough knowledge in All Engineering Disciplines
- Maintained the smooth running of the Document Control System
Technical Assistant - Kojak General Trading & Contracting Co.
(2021-01 - 2023-12)
- Interfacing with clients and contractors and HO, keeping record of correspondence
- Recipient of all Technical documents from Engineering department, liaison with engineers to coordinate production of monthly progress reports
- Evaluate the progress accomplishments of sub‐contractors
- Prepare weekly and monthly project progress reports
- Prepare manpower and equipment requirement
- Submitting reports on incomplete & completed items on Asset Action Plan, Long Term Projects
- Management of Document Control systems on major projects and capital projects
- Coordination with all other department's operations
- Sorting Group managers' incoming and outgoing mails as per the highlighted issues for preparation of weekly reports for expeditious actions in fast‐track basis
- Preparation of monthly Support Services Group Forecasts for the Group Manager
- Follow up on various activities of Planning Team and maintains database and filing system all development projects
- Coordinate daily operations and handle office tasks such as file management and database administration
- Evaluate the progress accomplishments of subcontractors
Document Controller and Technical Assistant - IMCO Engineering Co.
(2013-01 - 2015-12)
KOC Project: Verified the drawings and filed in systematic manner. Solved the issues regarding drawings with the managers, engineers and the supervisors concerned. Grouping and sub-grouping of the company drawings were made.
All data regarding drawings were available on time. Drawings were maintained as soft copy, hard copy and stacked on stands for the re-viewing. Daily contacts were made with the Head Office. Drawings and reports were made clear to contractor.
Preparation of timesheet and maintained the office supplies. Did all the functions as required by the project manager.
- Correspondence: Official correspondence (letters, memos, faxes, emails) of a standard nature using Standard templates for consistency. Handling all official incoming and outgoing mails, preparing non-routine Correspondence as directed by department staff. Tracking and recording all incoming and outgoing Correspondence to ensure that there is a clear chain of custody and that the status of all correspondence can be monitored from start to finish
- Confidential Documents: Maintaining safe custody of confidential documents and correspondences received by department staff to prevent unauthorized access
- Information Management: Receive, classify, consolidate, and/or summarize documents and information, maintaining records of documents processed according to standard procedure for use by management
- Routine Correspondence: Drafting official correspondence (letters, memos, faxes, emails) of a standard nature using standard templates for consistency. Handling all official incoming and outgoing mails and preparing non-routine correspondence as directed by department staff. Tracking and recording all incoming and out-going correspondence to ensure that there is a clear chain of custody and that the status of all correspondence can be monitored from start to finish
- Documentation and Presentations: Providing assistance in preparing documents, spreadsheets and presentations by using software packages such as PowerPoint, Excel, Word and the intranet to produce high quality output
- Administrative Support: To provide administrative support to the dept. employees and leaders, and carry out tasks in coordination with concerned department / units for processing of requests pertaining to employee services, time attendance and other required requests / documents while ensuring compliance to corporate and local laws and regulations. Act as a central point of contact for stationery services including maintaining inventories and ensure up- to-date records of stationery usage, proce
- Tracking of daily staff movement IN and OUT
- Submission of over time PARs to client
- Assisting Project Control Management in compiling the Man-hour reports and submission to Client in the absence of Cost Engineer
- Submission of Mobilization / Demobilization to client
- Tracking of Personal Gate pass and Vehicle gate passes expiration and renewal process
- Tracking & Coordinating of vehicle movement in office and in Units and arranging transport for employees
- Submission of Quarterly Leave Planner to client
- Overtime tracker submission to Directorate Finance (monthly)
- Summarizing staff Overtime
- Looking after office supplies and maintenance in co-ordination with concerned departments
- Co-ordinating between staff and Directorate regarding all leave applications
- Interacting with Directorate Admin with regards to day-to-day activities
- Co-ordinate with HR / Payroll dept. regarding different queries
- Maintaining the time card of the company employees, posts time worked to master timesheet, and routes these timesheets to the payroll department
Document Controller - HOTECC Co., Ahmadi - Ahmadi
(2012-01 - 2013-12)
KOC Project: Checked and verified each documents control processes. Maintained and Updated the Document Controll Logs. Ensured the employees had gate passes on time and submitting the required documents in a timely manner.
Preparation of timesheet, use of punch machines, has knowledge of electronic site permits. Submitted manpower reports and prepared loading and delivery notes for site. Ensured the availability of office items.
Did all administrative jobs at site. Made good coordination with the Project Manager and Engineers for the smooth running of site. Jobs were done as to requirements at site and coordinated well as one of the Team member
- Controls issuance of document numbers, including maintenance of proper document registers for detail engineering or construction engineering project
- Maintains specifically assigned project database/s
- Ensures proper document classification, sorting, filing and proper archiving
- Reviews completeness of documentation and prepares document transmittals
- Prepares and maintains IFC and As-built Photostat books for detail engineering or construction engineering project, either for in-house use or for onward transmittal to Client
- Performed file backup to ensure proper storage and archiving of electronic registers
- Maintain vendor dossiers
- Correspondence and issuing Transmittals to more than 10 subcontractors
- Maintenance of Doc Matrixes etc.
- Achieving Technical Queries, Site Instructions, Field-Design Change Notice, Spool Drawings, Vendor Documents, Inspection and Test Plan logs, Maintaining Department Folders, Method Statements Log, Engineering Design Manuals etc
Document Controller - Mustafa Karam & Sons
(2008-01 - 2012-12)
- Responsible for the effective and efficient document control of projects and engineering documents in accordance with the established procedures
- Daily routine activities of Document Control, including receive, log and distribute, project attachments and drawings based on the document distribution matrix to the right department/ divisions, and SMEs as per the agreed procedures
- Maintain electronic folders and directives, filing hard copies, sorting, tracking, archiving and retrieval of documents and drawings
- Liaise with Project management team and contractors and resolve problems and issues relating to documentation
- Ensure the return of the contractor submitted document within the review period
- Assist with the implementation, management and administration of the electronic document management system (Documentum)
- Work closely and liaise with the contractor's document control group in all matters relating to document control
- Maintain records and control the engineering library of relevant procedures, codes & standards, specifications, and reference documents, contract documents, within the secure document control area
- Developed submittal database to track project submittals and registering all the incoming outgoing documents etc
- Issued various document control reports such as weekly/monthly submittal status, pending documents etc
- Team member of the developing document control procedure, document submission procedure and document numbering procedure
Office Administrator - Nazzer Sayer - Dubai
(1998-01 - 2005-12)
- Office administration
- Prepare monthly progress report, progress chart
- Handling correspondence, faxes and emails
- Keeping records of incoming and outgoing letters faxes & distribute as per the distribution matrix
- Keep stock of office supplies and place order when necessary
