Document Control Project

Abdul Rahuman Abdul Salam

Sr. Document Controller/Sr. Secretary

Mobile (UAE): +971*********, +971*********

E-Mail: *.*.*******@*****.***

An enthusiastic and energetic Sr. Document Controller/Secretary/Tender Coordinator with 12 years (10 years in U.A.E) experience in Engineering Consultancy and Civil Construction. An excellent communicator analytically minded with exceptional Document Management skills. Expert in ACONEX Document Management System.

This, together with my strong educational and Professional background, illustrates many pre-requisite abilities to develop my career further within a forward-thinking organization.

Skills and competencies

Document Control – ACONEX/ Office Administration

Project Support Services / ISO 9001:2008 / QMS Internal Audit

Excellent verbal and written communication skills.

Ability to work under pressure effectively and consistently.

Ability to work effectively within a team environment as well as on my own initiative.

Excellent presentation skills, attention to detail and an eye for data consistency and integrity.

Education

Graduate in English Literature

+2 Science

S.S.LC

Computer Skills

Diploma in Computer Application

Computer Hardware and Trouble Shooting

Languages

English, Hindi, Urdu, Malayalam and Arabic (Average)

Professional experience:-

Presently working as –Sr. Document Controller/Sr. secretary in Hills & Fort Construction L.L.C, Dubai, U.A.E from September 2016

Project : DPDP - 6029-La Mer – Jumeirah Open Beach

Employer : MERAAS

Consultant : AECOM

From August 2015 to September 2016 –Sr. Document Controller in Hyder Consulting Middle Est. Limited (an ARCADIS Company), Abu Dhabi, U.A.E

Projects : 1. Al Ain Wildlife Park and Resorts – Infrastructure Works

2. World Desert Supervision

Employer : Al Ain Wildlife Park and Resorts

Client Representative : Turner

Contractor : Hilalco

April 2012- to August 2015- Document Controller/Secretary in Al Rajhi Construction L.L.C Dubai U.A.E

Project : Development of South Shamkha Infrastructure LOT - 03 :

Employer : Musanada.

Project Manager : Parsons

Supervision Consultant : Mott MacDonald

Project Value : 1.6 Billion

Project : 659/2 – Rahba City Infrastructure Works :

Employer : Abu Dhabi Municipality

Project Duration : 2 Years

Consultant : Ital Consult

Project Value : 292 Million

3 years worked as Secretary/Document Controller in BIN HAFEEZ Gen. Contracting. L.L.C Dubai, U.A.E in various projects.

1 year worked as Secretary/Document Controller in Al Fahjan Transportation & General Contracting EST. (Bin Harmal Group), Abu Dhabi, U.A.E

1 year worked as Secretary in MAESTROMANIA Advertising Company Technopark Trivandrum, Kerala - India

1 year worked as Secretary in Bajaj Alliance Insurance Consulting Company Trivandrum, Kerala - India

Duties and Responsibilities- Document Controle:-

Responsible for the effective and efficient document control of all engineering documents, in accordance with the established procedures.

maintenance and continual improvement of Document Control Management System as per ISO Standard. Monitor the document control requirements on an ongoing basis so as to make recommendations for any improvements in the system if necessary.

Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.

Maintain registers of all receipts and issues or submissions of documents and correspondence.

Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.

Ensure the effective running of the day-to-day operations of the document center.

Hands on experience in identifying, sorting of Engineering Documents and drawings (Electrical & Instrumentation drawings, plot plans, details, loop drawings, data sheets, standards, isometrics, manuals etc.) as per ISO 9001:2008 Quality Management System, EDMS, QMS & ACONEX.

Ability to plan, organize, lead and coordinate the Document Control function within our multidisciplinary Engineering group, in order to meet the needs of the projects, proposals and Company’s quality requirements and timely deadlines (milestones).

Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.

Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.

Assist with the implementation, management and administration of the electronic document management system.

Perform document control & Quality management activities.

Maintain procedures for maintaining documents and manage 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.

Ensure that Project Team and contractors comply with the document management system process and procedures.

Work closely and liaise with contractors’ document control group in all matters relating to document control.

Maintain document logs for correspondence, material approval submittals, shop drawing, RFI (incoming & outgoing).

Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.

To ensure compliance with quality assurance requirements at all time.

Coordinate engineering key performance indicators.

Duties and Responsibilities (Receive):-

Receive and distribute project documents and drawings based on the Document Distribution Matrix to the right department and right person (action parties) as per agreed procedure after Project Manager’s Review.

Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.

Ensure the correct stamping all documents or drawings in accordance with the prevailing document control procedures.

Duties and Responsibilities (Record):-

Maintain records of engineering documents and drawings in hard copies and electronic files and monitor the revisions and approval status thereof.

To maintain the record of all controlled documentation – issue, status and location.

Record of Drawings, Method Statement, Material Submittals, Sample Submittals, RFIs, RRFIs, NCRs, Contracts, LOIs, Payment Certificates, Documents of Civil, Mechanical, Instrumentation, Electrical, Piping, Structural Documents, Drawings, Specifications, Calculation Sheets and Data Sheets, Progress Reports, Survey Reports, Soil Investigation Reports etc.

Duties and Responsibilities (Scan):-

Scan and store the approved shop drawings in the database so that the project team can access.

Keep current hard copies and file supersede version.

Duties and Responsibilities (Distribute):-

Document distribution by Transmittal System as per Document distribution Matrix for Hard copy and Electronic Document Transfer.

Duties and Responsibilities (File /Store):-

To file all project documents : project wise, date wise, subject wise, sender wise with sequence.

Maintain, record and control the engineering library of relevant procedures, codes & standards, specifications and reference documents, contract documents, within the secure document control area.

Maintains and controls filing system for Engineering, Construction documents, Requisitions, Purchase orders, Invoices, etc.

Duties and Responsibilities (issue):-

Ensure that all documents are issued with the transmittal system.

To maintain accurate record of the receipt and issue of transmittals.

Duties and Responsibilities (archives / retrieve):-

Manage archive activities for controlled documents and validation of files.

Duties and Responsibilities (document audit):-

Standard Document Control function, i.e. Track the creation, update, approval and versions of documents of all types, ensure compliance with Quality Management Systems, become the focal point with regard to document tracking and distribution.

Tracking of documents and drawings in accordance with the approved procedures.

Duties and Responsibilities(Document Controller):-

Prepare and manage correspondence, transmittals (Shop Drawings/Material Submittals/Method

Statements/Test Reports/Daily and Monthly Reports/Sub-Contractor’s/Supplier’s Pre-Qualification/RFI), and other documents using ACONEX Document Management System for submission to the Consultant/Client.

Prepare and handle all mails, reports and documents.

Prepare and Manage the TECHNICAL SUBMISSION OF TENDER.

Maintain schedules and calendars.

Arrange and confirm appointments.

Recording all the incoming and outgoing correspondence, submittals, drawings, specifications, minutes of meetings and other project documentation and filing accordingly.

Responsible for receiving and circulating of all incoming and outgoing documents/ correspondences received from the Clients, Consultants, Subcontractors and the like.

Maintains original documents soft and hard copy materials and keeping all superseded revisions.

Ensure that proper document control support is given to all concerned person / department

Ensure that all documents are properly filed, monitored and controlled for easy retrieval.

Conduct searches to find needed information, using such sources as the Internet.

Order and dispense supplies.

Deals with the Estimation Department, Contracts Department, Planning and Cost Control, Accounting Department, Procurement and Purchasing Department and Operations

Responsible in transmitting Local Purchase Orders (LPOs), Enquiries for Quotations, other operational documents such as request letter, minutes of meetings, valuation / billings…etc. to the concerned authority (by hand carry, by fax and by e mail)

Maintain databases and backups all files.

Performs other duties and responsibilities related to and/or implied from the above enumeration of duties and responsibilities.

Manage and responds to visitors’ and/or callers’ inquiries and direct them to the appropriate persons according to their concerns.

Duties and Responsibilities as Tender Coordinator:-

Prepare expression of interests, prequalification and Technical Proposals in order to submit to the client.

Review client invitation to Bid (ITB/RFQ) documents to determine proposal submission requirements.

Create and format documents in MS Word/Excel based on unique client specifications.

Coordinate with Estimators and Estimating Managers for proposal inputs.

Coordinate with Finance, QA/QC, HSE, Legal/Contracts, Purchasing, Operations and other departments to secure information as needed/requested for bids.

File documents in both soft and hard copy and maintaining a record of the documents and proposals submitted.

Maintain, update and distribute reports for proposals bid activity and weekly schedule.

Maintain report for tracking status of bid bonds/performance bonds for clients.

Organize and prioritizes workload to meet deadlines.

Own, organize and lead tender process until submission.

Review and summarize incoming Tender documents

Maintain and control schedule of all tenders.

Communicate effectively with the Clients during tendering process.

Address all tender clarifications efficiently and within the allocated time.

Ensure quality and accuracy of tender process and submissions.

Experienced in submitting tender to the following clients;

Personal

Date of Birth : 15/05/1985

Father’s Name: A.H. Abdul Salam

Religion : Islam

Place of Birth : Trivandrum (Kerala)

Nationality : Indian

Passport No : N3557017

Marital Status : Married

Mobile : 009*********** (India)

Email : *.*.*******@*****.***

Address Home : S/o Odayam Abdul Salam Haji, Varnam, Pulippara, Pangode P.O Pin 695609

(Kerala, India)

References

Available upon request.

Contact this candidate