Sijo Joseph

P.O. Box *****,

Doha, Qatar

Phone: +974-******** (home), Mobile: +974-******** E-mail: ad4gay@r.postjobfree.com

Objective

To seek a professional job as a Document Controller with a reputed organization where in my ability and skills will be utilized to the maximum level, contributing to the success of the organization and self- growth in the company’s hierarchy.

Career Summary

20 years of Document Control and Administrative experience in various sectors including Oil&Gas EPIC projects, Rail, Logistics and Real Estate.

Worked with major companies like QatarEnergy, QChem and Qatar Rail and other multinational Oil and Gas companies.

Ability to design and develop automated Document Control register for the business.

Extensive knowledge in Electronic Document Management Software (EDMS) such as Aconex, Assai, Documentum, Manasa, Mezzoteam And Sharepoint.

Responsible for the execution of Document Control activities as per the Client procedure. Ensure that the document control function is being performed in accordance with the procedures and timely as per the Key Performance Indicator (KPI).

Familiar in the submission process of documentation to Major companies or Clients.

Maintain and tracking Master Document Register (MDR) to ensure timely submission to the client.

Organized and responsible individual with good communication skills to manage the Document Control team.

Maintain an established data distribution through electronic document management System based upon the client and project requirements.

Train document control team, delegate and oversee their tasks.

Establishing and maintaining an efficient Document control management system as per Project standard. Ensure that Document Control process being performed in compliance with the quality standard

Proficient in Microsoft Office as well as Microsoft Access programming for database solutions.

Work Experiences

August 2022 – Present Doha Engineering Services Co., P.O. Box 23349, Doha, Qatar Position Held Document Control Specialist

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Responsible for establishing and maintaining an effective document control management system. Ensuring that all design documentation is accurate, up to date and accurately distributed to relevant parties.

Supervise and support the document control team in managing ongoing document control processes.

Organize and maintain a comprehensive filing system, both physical and digital, to ensure easy retrieval of documents.

Distribute documents to relevant project team members, ensuring that all stakeholders receive the necessary information promptly.

Responsible for coordinating all aspects of Project Document Management, including the maintenance of records for technical documentation, decision records, change orders, vendor documentation, and project controls within the project information system.

Verify the accuracy and completeness of all documents, flagging any discrepancies or inconsistencies for correction.

Conduct regular quality checks to ensure that documents adhere to company and client standards.

Establish and maintain a record retention schedule in line with industry standards and client requirements.

Archive and store documents securely, ensuring their preservation and easy retrieval when needed.

Prepare regular reports on document control activities, including document status, distribution, and any outstanding issues.

Support in the preparation of project progress reports as needed.

Responsible for the overall management of document control, including the execution and handover of project documents.

Provide training and guidance to team members on document control processes and procedures to ensure consistency and compliance.

Aug 2021 – July 2022 Al AAli International, P.O. Box 23930, Doha, Qatar

(QatarEnergy projects: New Tank Farm, Mesaieed, Construction Of Multi- Storey Car Park – West Bay, LREDC Project: Lusail Pneumatic Waste Collection Plants, Lusail Security Complex project) Position Held Senior Document Controller

Responsible for the execution of Document Control activities as per the client procedure. Ensure document control process is strictly carried out within established client Engineering standards. CV-SIJO Page 3 of 9

Coordinate document control team for receipt of all technical documents from Supplier and Vendor including Material Submittal and Pre-Qualification and Method Statement and prepare the documentation for Client Submission.

Supervise and support document control team for ongoing QatarEnergy Projects - New Tank Farm in Messaieed and West Bay Car Park, LREDC Project: Lusail Pneumatic Waste Collection Plants, Lusail Security Complex project Project for Document Control activities from Contractor side.

Support document control team for maintaining the registers for all incoming and outgoing documents, drawings and Correspondence in the log. Provide Weekly and Monthly submittal status to the management.

Ensure that all the drawings and documents are transmitted to the recipients as per the Distribution Matrix.

Regularly updates Master Document Register (MDR) and submit to the client on monthly basis.

Ensure that the document control function is being performed in accordance with the procedures and timely as per the Key Performance Indicator (KPI).

Client requests are logged in a register and processed as mail and prioritize them according to criteria.

Provide periodic status reports as required for the project on regular basis. July 2016 – July2021 Italferr SPA, P.O.Box: 14023, Doha, Qatar

(Qatar Rail PMC (Hill/Italferr/Astad) for Lusail Tram) Position Held Lead Document Controller

Qatar Rail Project Management Consultancy (PMC, joint venture of Hill/Italferr/Astad) services for Lusail Tram project. The scope of services covers Project Management, Construction Supervision and Commercial Management services. PMC Consultants are required to manage the Design and Build Construction Contractor for the Lusail Tram project.

Lead Document Controller responsibilities:

Taking responsibility for all aspects of corporate and project document control management including establishing and implementing policies and procedures, managing document control operations and planning for any enhancements.

Check and edit incoming documents and prepare for distribution.

Establishing and maintaining an efficient procedures and policies for Document Control activities.

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Liaising with Qatar Rail, Contractor & other stakeholders Document Controls team on day-to-day basis.

Leading in coordination functions, issues of the Electronic Document Management Systems

(Aconex) with the service provider.

Owner of Project Document Control Plan and procedure. Periodic review for continuous process improvement. Give Recommendation for updates and modifications.

Manage access to confidential documents and maintain proper distribution.

Review changes to the standard document distribution lists in consultation with the Project Controls Manager.

Provide periodic status reports as required for the project.

Responsible for management of Document Control team including guidance and training.

Maintain Register and provide assistance and advice to the project team with regards to Project document numbering.

Create and setup Aconex Workflow template for Reviewers for project documents review and approval.

July 2015 – June 2016 Doha Engineering Services Co., P.O. Box 23349, Doha, Qatar Position Held Document and Materials Controller

Performs business support and day-to-day office administrative activities by providing inputs, preparing reports and presentation materials to the Management.

Responsible for establishing and maintaining an effective document control systems. Ensuring that all design documentation is accurate, up to date and accurately distributed to relevant parties.

Receiving and directing visitors and arrange gate passes for authorized visits.

Ensure that the document control function is being performed in accordance with the procedures and timely as per the Key Performance Indicator (KPI).

Ensure all the incoming & outgoing correspondences, drawings are properly log & numbered and retain a master copy of the file for easy tracking & future references.

Assisting preparation of tender document and submittals.

Responsible for monitoring deliveries of all raw materials and monitoring delivery levels.

Responsible for generating a quarterly audit of materials inventory and recommending steps to better manage the inventory.

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Responsible for negotiating with suppliers that included shipping schedules, shipping companies charges.

Oversaw the procurement, receipt, and distribution of materials as per project specifications and timelines.

Implemented inventory control measures to prevent shortages and minimize wastage.

Conducted regular materials inspections to verify quality and compliance with project standards.

Coordinated with suppliers and logistics teams to ensure timely delivery of materials to the project site.

June 2004 – June 2015 Qatar Petroleum, P.O. Box 47, Doha, Qatar Position Held Admin Records

As a Admin Records, responsible for the creation & storage of a company’s files, and also in charge of retrieving and disposing of files as per the Records Retention Schedule (RRDS). The information or data are in various formats such as photos, film, paper or digital.

Creating & maintaining company database to ensure quick retrieval of information data like legal, Contract and HR files.

Developing record distribution and storage policies.

Auditing the information that is created and stored within the company.

Analyzing company’s information needs and developing procedures to ensure these requirements are met.

Referring to retention policy & legislative requirements in order to determine the length of time company records are kept.

Potentially overseeing the transition from paper to electronic document management systems.

Maintains specifically assigned project document control systems. Proficient in the use of Electronic Document Management Systems (EDMS) for records keeping and information retrieval.

Providing the necessary support to ensure the accountability, transparency and regulatory requirements of the company are met.

Communicating records retention procedures to various department staff assigned with responsibility.

Preparing and updating of Records Retention and Disposition Schedule (RRDS). CV-SIJO Page 6 of 9

Ensuring records schedules are amended or transferred to newly responsible departments when organizational change causes movement of functions.

Assisting in tracking, locating and retrieving records by maintaining a central Database of Transfer Lists or data.

Prepares the statistical reports (i.e. monthly, quarterly and annually) and provides input and or feedback on the Record Centre operations matters by identifying areas for improvements for enhancement of the Centre operations and timely submission of reports to superior.

Administers budget matters for the Record Centre which includes preparation of budget data and costing, compiles utilization data, monitors expenditure, accruals and variances report to ensure timely submission of budget data and diligent utilization of budget by the Centre.

Performs day-to-day office administrative activities by providing inputs to superior in preparing reports and presentation materials.

Dec 2000 - May 2004 Snamprogetti, P. O Box 6893, Doha, Qatar Position Held Document cum Network Administrator

Snamprogetti, Qatar is an EPIC contractor for Dukhan Gas Lift Project of Qatar Petroleum. It is a construction of new gas compressor station connected with seven production stations and oil wells through 360kms of pipeline and upgrading of existing stations.

Responsible for establishing and maintaining an effective document control system. Also support the site team for the network setup and issues.

As a Document Administrator

Responsible for the execution of Document Control activities as per the procedure. Ensure document control process is strictly carried out within established Engineering standards and approved Procedures.

Ensure that the document control function is being performed in accordance with the procedures and timely as per the Key Performance Indicator (KPI).

Monitor, Control and Release drawings and documents through Docman, a PC client / server based Electronic Data Management System (EDMS) to manage electronic documents.

Set-up and maintain an overall document control system for all construction drawings and documents as per Site Document Control Procedure according to ISO Standard.

Receipt electronic format of drawings and documents through e-mail / CD. Archive and maintain electronic format of drawings and documents in the Server.

Ensure that all recipients are transmitted the drawings and documents they require as soon as new revisions are received.

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Identify all superseded drawings & documents, stamp it as obsolete and file separately.

Co-ordination with Project Manager, Technical Manager, Design Consultant, Discipline Engineers, Contractors etc…

Follow up with client on responses to project drawings and documents sent for their Review/Comment/Approval/Signature.

Control of the RFI process flow by automatically tracking all requests and responses at every stage of the project and recording them in a permanent audit trail.

Client requests are logged in a project-wide register and processed as mail and prioritize them according to criteria.

Receipt of technical documents thru courier, Checking completeness, Updating Document Register, Reproduction of copies, Deliver documents to Client & Construction contractor. Archiving of one copy of document as Master.

Tracking and proper filing of Purchase Orders, Test Certificates, Inspection Reports, Shop Test Notifications, Field Quality Control Plans, WPS, Welder Qualification Certificates, Site Acceptance Test Reports, Specifications, Procedures, and Method Statements etc…

Proper maintenance of Material Approval Submittals and updating Register for Material Approvals.

Setup a technical library for International Codes and Standards like API, ASME, ASTM, AWS, BSI, NACE and other reference documents etc.

Responsible for receipt, issue and control of all Vendor / Supplier drawings and documents, Operating & Instruction Manuals, Data Books, Quality Manual Record Books thru Transmittal.

Assisting Project Specialist Leaders (PSL) in coding and registering of all project documents.

Distribution of documents and drawings through standard transmittal to Client and Construction Contractors.

Distribute the workload to subordinates equally. Supervise them in the correct use of Administrative procedures.

Planning and implementation of management software. Data Processing Program developed in MS Access Programming Environment to maintain the daily and weekly reports for the clients.

Develop and maintain Database Management in MS Access. As a Network Administrator

Troubleshot issues relating to all network related problems.

Performed server, desktop, and network Installations and configurations. CV-SIJO Page 8 of 9

Provided appropriate documentation on involved projects as stated in change management protocol.

Maintained and created functional requirements and technical specification documentations as required.

Designed and planned network communications systems.

Provided extensive Network support throughout the project.

Effective Email & Internet service to the management staff’s is provided and related problems solved.

Jul 2000 – Nov 2000 Kellogg Brown & Root Int / Technip, Doha, Qatar Position Held Document Controller

This is the main EPC Contractor of Q-Chem Project. Working as a Document Controller, my responsibilities includes receipt, issue and control of Vendor / Supplier drawings and documents. Ensure document control process is strictly carried out within established Engineering standards and approved Procedures. Aug 1999 – Jun 2000 Al Emadi Enterprises, Doha, Qatar Position Held Secretary

This is one of the major companies in Qatar Real Estate business. As a Secretary to the Managing Director, my duties include all the secretarial and administration works in the company. Educational Qualifications

Bachelor of Commerce (B.com) completed (1992-1995). Subject: Cost Accounting

Technical Qualifications

Diploma in Computer Studies from BITS, India (1991-1992). Subjects: Data Processing Management & Computer Audit Basic Computing Concepts and Principles of Programming System Analysis & Design DBMS & 4GLs

Methods and Applications

Decision Support Systems

Advanced Computing Concepts, Data Communication and Network Unix, C++

Typewriting English Lower certificate from Board of Technical Examinations Kerala, India. CV-SIJO Page 9 of 9

Skills

Organisational, Coordination

Interpersonal, Teamwork

Leadership

Proactive, Communication

File & Database Management

EDMS – Aconex, Assai, Documentum and Sharepoint

Information Management

Administrative abilities

Final Documentation & Archiving

Project Dossier

Project Handover

Training & Certificates

Basic Arabic course

Continual Quality improvement

Fire Warden

Basic First Aid

Excellence in Customer Service

Time Management

Personal details

Date of Birth : 14 May 1973

Religion : Christian

Sex : Male

Marital Status : Married

Passport No : V5287426

Visa : Valid Resident Permit with NOC

License : Valid Qatari Driving license

Languages Known

English, Hindi, Malayalam

References

(Reference will be provided, on request)

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