Document Control/ Data Management/ Administrative Specialist

JoAnn Robinson

*** **** ****** ** *** *** s Houston, TX 77067 s Cell 281-***-**** s **********@*****.***

Career Summary

Documentation Compliance Specialist with over 10 years of extensive business support experience. Experience in document / data management requiring an extensive range of knowledge and skills of organizational procedures and policies.

Professional Experience

s Efficient in Windows Operating System

s Profound database management and analytical skills

s Exceptional word processing and data entry skills

s Excellent time-management, planning, scheduling, and coordination skills with the ability to use time effectively and efficiently

s Ability to learn, comprehend, and efficiently use inter-company software applications

s Exceptional record maintenance hard copies and electronic

s Creative thinker with the ability to evaluate and resolve discrepancies independently

s Ability to multitask while meeting changing deadlines

s Remarkable ability to communicate effectively orally and written

s Strong interpersonal and organizational skills

s Self-motivated with strong work ethic

s Professional demeanor with upbeat positive attitude

s Excellent customer service skills and phone etiquette

s Ability to work independently as well as in a team

Employment History

Document Control Specialist (7/2016 – 8/2016)

GE Oil & Gas

s Administer the collection, authorizing, publication, storage and retrieval of documents.

s Administer document lifecycle; author, approve, publish, revise, retire, archive for Engineering and

Construction documents.

s Prepare electronic document templates.

s Scan documents, update procedures, and create documents as required.

s Prepare records for inactive storage according to the Records Retention.

s As Document Library Administrator manage documentation request, document processes, and systems to ensure control and availability of documentation to site personnel.

s Markup and analyze weld maps/ logs for final databook.

s Perform and/or support regular audits of document control processes and procedures.

s Update metadata and upload documentation into Smartsheet.

s Provide guidance on document control processes and procedures.

Administrative tasks within department

Mechanical Records Analyst (4/2015 – 8/2015)

Southwest Airlines

Maintain accurate records for all Southwest Airline aircrafts administered by Pilots, Mechanics, and Inspectors ensuring that all work was thoroughly performed and in compliance with all FAA and OSHA Regulations.

Analyze and evaluate maintenance discrepancies generated from pilot write-ups, maintenance write-ups, and non-routine cards.

Audit aircraft records for completeness upon receipt; which includes review and correction of ATA coding on aircraft defects, verifying vendor/manufacturer parts, sign offs, air worthiness, and corrective actions in accordance with standard industry procedures.

Scan, verify, index, and upload metadata for all maintenance flight documents into Imagio, Wizard, and Trax Database Systems.

Convert records to digital format and retain all historical records of airframe, components, engines and APUs in accordance with company and federal regulations.

Provide support to internal and/or external departments, customers, and federal agencies regarding record requests and audits. (i.e. Planning, Maintenance Control, Inspection, Engineering, FAA, and OSHA)

Provide recommendations to the Manager/Supervisor of Aircraft Records for the continual enhancement of the records system process.

Document Control / Data Management Specialist (6/2014 – 12/2014)

Iv-AGA, LLC

s Scanning into various file types, E-mail, Internet and Network applications

s Recognize document content and apply applicable document control numbers

s Perform quality control checks for all project related documentation in accordance with project document control procedures

s Verify revision sequence which includes receipt of client comments before next issue

s Ensure all variations from Iv-AGA standards as requested by the client are approved by the Management Team and documented in project files

s Prepare transmittal for project manager or authorized designee for signature, acquiring all signatures in sign-off block on documents prior to project manager review and transmittal sign off

s Maintain the Document Control project library integrity - ensuring that job files are up-to-date, labeled and secure

s Maintain Document Control Inbox

s Maintain Vendor Information - Assign Iv-AGA document number through database, upload to MOSS and file hardcopy.

s Maintain Outgoing Iv-AGA Deliverables - Assign Iv-AGA document number through database, upload to MOSS and file hardcopy

s Maintain Incoming Client Deliverables (reference data): Assign Iv-AGA document number through database, upload to MOSS and file hardcopy

s Maintain Document/Drawing History (Check Prints/Back Checks) - Collect stamped/markup drawings upload into MOSS and retain hard copies

s Timely distribution of latest revision level documentation to all appropriate users and ensure that notification is provided to remove obsolete documentation

s Share job knowledge and experience with other discipline members to help develop, train, and enhance the skill-set of all team members

s Gather data needed to compile Data Books

Administrative tasks within department

Logistics Documentation Compliance Specialist (4/2012 – 11/2013)

Daniel Measurement and Controls a subsidiary of Emerson Process Management

s Conduct internal and regulatory audits as required on Logistics documentation to ensure company compliance

s Review logistics and forwarder documentation for non-conformances

s Responsible for creating shipping and customs documents for commercial goods, creating shipments, collection of data, sending shipping releases to Shipping Department, and handling multiple Logistics task at once from two operations in North America and one in Manila

s Develop process for processing AES claims and implementing controls around process

s Manage Certificate of Origin process

s AES filings- Filing, requesting filing from forwarder, and auditing paperwork once received

s Proactively engage in team meetings spearheading ideas for process improvements and driving closure on active projects

s Establish a filing system for organizing and archiving Logistics documentation files

s Manage departmental scanning activities and record maintenance

s Proof of deliveries- scanning and distributing within team functional mailbox

s Auditing and mailing invoices

s Create and maintain Excel spreadsheets and tracking logs for various projects

s Compose and edit documents, correspondence, and reports

s Familiar with Letters of credit, shipments, logistic setups/ moves, HTS codes, and Incoterms

s Strong oral and written communication skills with ability to communicate with co-workers and customer service team in other countries

s Direct communication with freight forwarder or carriers to research and resolve any issues that may arise

s Ability to learn, comprehend, and use inter-company software (JDE, Oracle, Air LCC, RSCO, AES Direct, Symphony, and Sharepoint)

s Create work processes/ instructions and document templates

s Manage Knowledge Database – reservoir of information pertaining specifically to Logistics

s 5S implementation

s Train team members on departmental processes

s Manage administrative task within Logistics Department and assist the Logistics Director in performing various projects as required

s Document control responsibilities: Scanning, uploading metadata, document versioning, maintain vendor/ supplier data

Administrative tasks within department

Quality Documentation Specialist (3/2010 – 9/2011)

FMC Technologies ANA Subsea

s Review supplier manufacturing records and test reports (MTRs, NDE, heat treat, etc.) to engineering specifications to verify compliance and provide authorization to ship purchased product

s Excellent analytical skills with the ability to review documentation, identify non-conformances, and generate quality notifications

s Ability to read and comprehend DBI, engineering blueprints/drawings, purchase orders, ISO 9001:2008, and API documentation requirements

s Coordinate departmental scanning activities and record maintenance

s Gather data needed to compile Data Books

s Utilize SAP Quality Notification System to identify non-conformances to specifications, and/or initiate actions for vendor related issues

s Maintain traceability/serialization for assembly components

s Create and maintain Excel spreadsheets for various projects

s Compose and edit documents, correspondence, and reports

s Scan, verify, and archive documentation as needed in SAP

s Recommend process improvements and propose changes

s Provide support with internal and regulatory audits as required

s Regular correspondence with internal and external business partners

s Document control responsibilities: Scanning, uploading metadata, document versioning, maintain vendor/ supplier data

Administrative tasks within department

Executive Administrative Assistant (7/2004 – 11/2009)

ExxonMobil

s Compose and edit documents, correspondence, and reports

s Organize logistics for internal and external meetings, conferences, and special events

s Coordinate extensive domestic and international travel arrangements

s Coordinate office moves

s Manage/prepare organizational charts, flow charts, group contact information, and distribution list

s Coordinate timekeeping and vacation schedules

s Schedule appointments, maintain manager and group calendars, and audio conferences

s Record maintenance hard copies and electronic

s Order office supplies, maintain equipment/services, and inventory control

s Reconcile expenses, invoices, and P-card

s Create and maintain Excel spreadsheets and Powerpoint presentations for various projects

s Manage workgroup and new hire logistics including generating and managing IT request for hardware/software

s Document control responsibilities: Scanning, uploading metadata, document versioning, maintain vendor/ supplier data

Technical Skills

Word, Excel, PowerPoint, Access, Outlook, Lotus Notes, Publisher, Procount, SAP, SAP-SRM, Oracle, JDE, Symphony, Sharepoint, Navision, SQL, Organice, Air LLC, RSCO, AES Direct, Visio, Spike, Accutrac, Adobe Professional, DBI, Espeedbuy, Capture Perfect, Ipro, Introspect, AS400, Filenet, Filemaker Pro, Therms, Record Keeping, Typing, 10-Key, Data Manipulation, Creating Reports, Mail Merge, V lookup, Pivot Tables, Imagio, Trax, Wizard, Documentum, Smartsheet, Nitro Pro 10

Education

Northwest Educational Center Houston, TX

600 Hr Word Processing Certificate

Barbara Jordan High School for Careers Houston, TX

High School Diploma

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