Project Manager Document Control

Binod Kumar Rai, M.A.; Post M.A. In Translation

A-3/1, Paper Mill Colony, Nishatganj, Lucknow, U.P., India

E-mails: **************@*****.***; *****************@*****.***;

Contact : 009********** (Bahrain–Manama), Tel(WhatsApp): +965******** (Kuwait); +971********* (Abu Dhabi), UAE & +918********* (Lucknow), India ;

Objective: to excel in the field of Client office based and Site-based Executive Assistance / Project Document Control Management and Information Management Activities

Summary of Qualifications:-

Over 14 years Professional Experience in Project Document Management and Document Control of Engineering Procurement and Construction (EPC) activities of Process Plants including Oil and Gas Installations (NGL and Sour Gas Facilities), Refineries, Petrochemicals and Chemical Plants.

To provide high level Administrative and Secretarial/Document Control support to the Project Manager, designated work groups. Manage the PM’s diary and arrange meetings. Assist PM to organise the workflow and follow up actions delegated by the PM. A highly-organised administrator with proven office management skills and lots of initiative. Able to deal with people at all levels and capable of ensuring the office runs like clockwork. Experience of organising and supervising of the administrative activities in a busy office environment to tight timescales. Knowledge of using a range of office software, including emails, spreadsheets and databases.

Perform Client office based and site-based Document Control and Information Management activities for the Onshore portion of the Project.

Ensures the document flow between Contractor and Company and the review and approval process is in line with the approved plans and procedures during all phases of the project execution.

Perform records management and document control functions for contractor documents, equipment suppliers and site documents.

Self-starter with strong interpersonal, friendly, courteous, teamwork, communication and organizational skills having great passion.

Global Professional Experience attained by virtue of working carrier spread over Kuwait (Middle East), Abu Dhabi (Middle East) and India (South East Asia).

Completed Electronic Document Management System [EDMS] Training in GASCO (Abu Dhabi Gas Industries Limited), Abu Dhabi (United Arab Emirates) in 2004.

Post M.A. In Translation (English to Hindi & Visa-versa) from K.M.Institute of Hindi Language and Linguistics, Agra University (India) in 1996 obtaining first division.

Transcribed a book “Yoga and Pranayama for Health” from English to Hindi as “Tandurusti Ke Liye Yog Aur Pranayam” as my diseratation book in Post MA in Translation and obtained reward from KMMHLI, Agra University (India) in 1995.

Master of Arts (M.A.) from Patna University (India) in 1995 obtaining first division.

Summary of Professional Experience Activities: -

Maintain all document registers

Maintain all document distribution Matrices

Provide weekly reports on documents received for which replies are outstanding

Provide weekly reports on documents overdue from contractor

Provides weekly/monthly reports on document status

Assists in obtaining documentation from sources internal and external to the Project

Maintains hardcopy and electronic libraries of documentation, with latest revision of hardcopy for frequently used documentation.

Receive, quality check, log and process documents from EPC contractor's document control system, storing electronic versions on Sharepoint

Distributes incoming documents electronically for review and approval in accordance with Master Document Distribution Matrix (MDDM)

Using excel worksheets for logging, tracking transmittals from contractor to FAP, equipment suppliers, and all outgoing transmittals including communications to major shareholders.

Obtain "received signature" transmittal from contractor document control for documentation distributed to them and file original. Files hard copy originals and maintains files.

Provides general daily assistance to the PMT organisation in all matters concerning technical documentation.

Provides assistance in obtaining interim documentation from Project and Contractor during the project phase and follow-up documentation sent to PMT for approval.

Prepares and transmits Final Documentation to Operating Company

Prepares and transmits the Non-DFO Documenation to Operating Company, in collaboration with and receiving guidance from HO.

Identify the category of document for approval, for review, for information, etc in accordance with Contract requirements for different Document Class levels.

Responsible for handling Engineering Documents such as receiving, listing, filing, delivering and distribution of documents on daily basis.

Assign a unique number in accordance with the specific Numbering System as per the Project requirements.

Maintenance & Development of Electronic Document Management System

Drawing / Document receipt and issue in line with contractual obligations

Responsible for checking in house Drawings / Documentation for compliance to Company procedures

Control of quality records including document control lists, transmittals, transmittal receipts and Customer comments in line with in house, supplier, customer and ISO quality procedures

Audits of site Drawing / Document Repositories

Ability to understand Engineering Drawings & follow instructions / requests of Engineering Design Team

Operating Environment, Framework and Boundaries:

Works in a project environment in which the incumbent strives to achieve best in class Safety, Health, Environmental & Security performance by creating a culture that encourages every one to perform their best every day on every task

Works in a highly visible project environment with large capital expenditures and significant schedule execution pressures

Works in a dynamic team environment that has high expectations for flawless project execution in safety, quality, cost and schedule performance which requires the incumbent to demonstrate accuracy, initiative and the ability to multi-task as essential skills.

Works efficiently and effectively within established policies and procedures.

Demonstrates willingness to tackle a variety of tasks in response to evolving business needs.

Communications and Working Relationships:

Maintains positive working relationships with the staff, internal costomers and Project Contractor through regular contact and interaction

Effective team player who collaborates well with others

Demonstrates the highest level of integrity in dealing with all parties

Communicates concisely in written and verbal context; prepares high quality written documents including e-mails.

Demonstrates integrity, interpersonal understanding, self-confidence and a service-oriented attitude.

Problem Solving/Complexity:

Utilizes a systematic approach to problem solving that ensures accuracy, timeliness

and quality of documentation.

Able to work moderately complex tasks to completion within time constrains of Project, with minimal guidance from more experienced staff.

Decision Making Authority and Responsibility:

Able to work within a defined role with limited supervision.

Able to make decisions and solve problems related to a specific discipline/field.

Responsible for own work product with minimal guidance and oversight from

immediate supervisor.

Establishes credibility with peers and supervisors and makes good use of their time.

Exercises judgment in making decisions; knows when to seek advice.

Has autonomy over scheduling and planning of own work; organizes efforts of work

group to achieve overall efficiency.

Exercises judgment in making decisions; knows when to seek advice. Understand

organizational authority and seeks appropriate line management approvals.

Able to make routine decisions and solve everyday problems; knows when to ask for assistance

Responsible for own work product with final review by immediate supervisor

Understands organizational authority and seeks appropriate line management approvals.

Professional Experience

(1) PMT/PMC - Senior Document Controller for Alba (Aluminium for the World) Through TOZZI Italia – Bahrain

Since 6th May, 2017 to Continue

Project: Alba Potline 6 Project Bahrain

Reporting to Project Manager / Engineering Manager

Manage all project Official Documentation (includes engineering/technical, correspondence, project management – commercial, legal).

Manages transfer of correspondence Between Company and Contractor.

Ensures documents are filed consistently in the Project’s Document Management System (EDMS). Using ACONEX Software.

Implement, update and manage company document control Processes, Procedures and Specifications with latest revision.

Co-ordinate the work of all junior document controllers.

Data input to database related to document receiving & tracking, document transmittals, document imaging and project document archive, document reproduction & distribution.

Electronic – transmission of document, in accordance to project distribution system.

Document classification, sorting, filing, archiving and retrieval of document in accordance to project document indexing and filing system.

Prepare occasional Weekly and Monthly progress reports as may be required.

Plan and co-ordinate Handover of all documents to the End User.

Since 6th June, 2016 to 15th March 2017

(2) PMT/PMC - Senior Document Controller for KNPC Through ISCO - Kuwait

Project: KNPC CFP (Clean Fuels Project) MAB 2

Reporting to Project Manager / Engineering Manager

Provides a variety of routine/standardized document control support services to a department or group of professionals.

Assist the Document Control Lead in setting up the EDMS.

Coordinate with the Document Control Lead to develop the Project templates and Project Delivery Platform.

Implement and maintain timely and effective document controls process, procedures and systems.

Checking of administrating correctness of documents (Template, Document and page numbering, issue / revision identification, document number and classification, short signatures for originator, checkers and approved by etc).

Provide document controls requirements to be included in all Managed Contracts

Review Contractor Document and Drawing templates and approve the same to maintain consistency.

Maintain/Update document logs from all Project parties.

Provide overdue pending document reports to follow-up with Client / Contractors;

Take custody of, sort, bind, package, organize, administer, transmit, receive design and project documents as requested, consisting of drawings, specifications, contracts, scopes of work, calculations, data sheets, O&M manuals, Material Requisitions, Vendor documents, reports, electronic files etc. internally or to the Client.

Follow appropriate filing of documents.

Advise the Document Control Lead of errors found in Contractor documents to minimize project costs or schedules.

Establish and maintain communications to ensure accurate and timely flow of information.

Responsible for the storage of the active and archived documents to prevent damage and deterioration. Also responsible for identifying, collecting, indexing, filing, maintaining and disposal of quality records.

Electronic – transmission of document, in accordance to project distribution system.

Document classification, sorting, filing, archiving and retrieval of document in accordance to project document indexing and filing system.

Prepare occasional Weekly and Monthly progress reports as may be required.

Plan and co-ordinate Handover of all documents to the End User.

9th June, 2013 to 09th June, 2015

(3) PMT/PMC Senior Document Controller / Executive Assistant to Project Manager” with Abu Dhabi Gas Industries Ltd. GASCO

Project: New 24” Lean Gas Pipeline Project from Bu Hasa to BAB & BAB to THAMMAMA C

Abu Dhabi Gas Industries Ltd. (GASCO) is a shareholding company with 68% owned by Government of Abu Dhabi via Abu Dhabi National Oil Company (ADNOC), 15% by SHELL, 15% by TOTAL and 2% by PARTEX. GASCO is one of the largest Gas Processing Company in the world and operates five (5) onshore gas extraction and processing plants for the onshore sour associated gas.

I was working in Project Execution Division of Abu Dhabi Gas Industries (GASCO) and reporting to Project Manager, performing the following responsibilities: -

Main responsibility included the following: -

Reporting to Project Manager

Manage all project Official Documentation (includes engineering/technical, correspondence, project management – commercial, legal).

Manages transfer of correspondence Between Company and Contractor.

Ensures documents are filed consistently in the Project’s Document Management System (EDMS).

Implement, update and manage company document control Processes, Procedures and Specifications with latest revision.

Co-ordinate the work of all junior document controllers.

Data input to database related to document receiving & tracking, document transmittals, document imaging and project document archive, document reproduction & distribution.

Electronic – transmission of document, in accordance to project distribution system.

Document classification, sorting, filing, archiving and retrieval of document in accordance to project document indexing and filing system.

Prepare occasional Weekly and Monthly progress reports as may be required.

Plan and co-ordinate Handover of all documents to the End User.

15th May, 2009 TO May 2013

(4)”Officer-DocumentControl/ExecutiveSecretary” with KazStroyService Infrastructure India Pvt. Ltd. Gurgaon, India

Project: Guru Govind Singh Refinery (GGSR) Project (HMEL) BATHINDA.

Reporting to Project Manager

Entirely responsible to project Document Controller – Maintain the project drawings/documents, their timely distribution to various departments and clients, handling correspondences related to documents approval, construction and As-built stages with our clients and sub-contractors etc. Active involvement in the preparation of various systems related to quality assurance of documentation, to develop and maintain new systems so as to keep all records updated & complete in all respect. Also having keen interest in providing to get maintained the filing system up to date of KazStroyService Infrastructure India Pvt. Ltd.

Exceptional problem-solver and decision maker with diverse experience in finance, contracts management, material management, management reporting, implementing quality system and procedures. Competent multi-tasker who adheres to proper quality policies and procedures.

Working in Engineering co-ordination and business development department and the position requires close coordination with sub-contractors, client and various inter departments to ensure all operational requirements are met. Ensuring quality of design documentation throughout the design process.

Close co-ordination with various managers from construction, procurement and services department.

Internal interface control such as co-ordination for engineering work of project amongst the functional engineering disciplines viz. civil & structural, process, plant & piping, mechanical, electrical and instrumentation for timely completion and smooth flow of required engineering information.

(5) PMT/PMC - ‘Project Document Controller/ Staff Secretary’ with Abu Dhabi Gas Industries Ltd. (GASCO)

October 2004 – March 2009

Project: Bu Hasa Facilities Upgrading Project (HUP)

I was working in Project Execution Division of Abu Dhabi Gas Industries (GASCO) and reporting to Project Manager, was performing the following responsibilities: -

Main responsibility included the following: -

Reporting to Project Manager

Manage all project Official Documentation (includes engineering/technical, correspondence, project management – commercial, legal).

Manages transfer of correspondence Between Company and Contractor.

Ensures documents are filed consistently in the Project’s Document Management System (EDMS).

Implement, update and manage company document control Processes, Procedures and Specifications with latest revision.

Co-ordinate the work of all junior document controllers.

Data input to database related to document receiving & tracking, document transmittals, document imaging and project document archive, document reproduction & distribution.

Electronic – transmission of document, in accordance to project distribution system.

Document classification, sorting, filing, archiving and retrieval of document in accordance to project document indexing and filing system.

Prepare occasional Weekly and Monthly progress reports as may be required.

Plan and co-ordinate Handover of all documents to the End User.

Provide administrative and secretarial support to the PM.

Prioritise and ensure that reports, business papers and correspondence are dealt with efficiently and promptly.

Maintain diary of PM and organise her travel and other related arrangements in conjunction with the Corporate Services Officer.

Filing, preparation, collation and distribution of supportive documentation, notes and correspondence.

Screen telephone calls and preparing relevant documentation.

Keep all information confidential.

MaintainingTechnical and commercial documents, managing company communication and documentation management, maintaining electronic files all documents.

Manages transfer of correspondence between company and contractor.

Implement, update and manage company document control processes, procedures and specifications with latest revision.

Electronic-transmission of document, in accordance to project distribution system.

Document classification, sorting, filling, archiving and retrieval of document in accordance to project document indexing and filing system.

Plan and Co-ordinate handover of all documents to the end user.

Personal Information :

Passport Status : First Issue - B1476945 (Valid up to 05.04.2000 to

04.04.2010)

: Second Issue - K3985327 (Valid up to 01.05.2012 to

14.05.2022)

Nationality : Indian

Marital Status : Married

Gender : Male

Language : English, Hindi

References:

References are available upon request.

Date: 01st March 2018

Binod Kumar Rai

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