Document Controller Office Management
Resume:
Curriculum Vitae
S. Sivakumar Nair
Email: ****.***@*****.***
Phone: +974-***-*****
Objective
Senior Document Controller where I can utilize and maximize my knowledge in construction materials, secretarial, self-correspondence skills, office management, good public relations, project submittals documentation procedures, tender submittal procedures for Ashghal, Qatar Petroleum, Q-chem, QAFCO, Qatar Gas etc., ERP Microsoft dynamics user, speed typing and MS office skills. Employment History
I have over 20 years of work experience in the Gulf region, where I gained extensive knowledge in office management, administrative functions, and tender submittal documentation. I have worked on various projects for Joannou and Paraskevaides Overseas Ltd., Archirodon Construction Overseas Ltd. in Saudi Arabia, Hard Precast Building Systems Dubai, and Ramaco Trading and Contracting Co. in Qatar. In these roles, I have served as an administrator, recruiter, lead document controller, executive secretary, technical documentation, and ISO documentation specialist.
I have experience with Lusail construction documentation procedures for the enabling works package and UDC Pearl Qatar construction documents, from the beginning of the project to its final handover. I am an ERP user for Civil & construction material requests and an approver with a strong ability to negotiate and sell. I have extensive knowledge of operating with Microsoft Word and Microsoft Excel, and I possess good communication skills, enabling me to work in multi-cultural environments and long hours. Experience
Jun. 2022 – till today
Qatar Engineering Business Company
Document Controller
Preparing, all project documents as per the given formats of consultants
Updating the incoming & outgoing logs in Excel format
Preparing sub-contract agreements
Oct. 2021– May 2022 (Temporary basis)
International Technical Laboratories (ITL)
(Sister Concern of Al Jaber Engineering W.L.L)
Document Controller / Encoder
Managing/Reviewing test reports of laboratory for concrete, concrete cubes, asphalt, soil etc. and submitting to QA/QC dept
Sept. 2018 – Dec. 2020
Temalco Contracting & Trading Co. W.L.L.,
&
Seaworks Company Co. W.L.L. Qatar
Document Controller/ Tendering/ /Procurement Officer
Working as a Tender officer/ Procurement officer / DC for infrastructure projects (ie. GTC-085, GTC- 019, STC-012 SRRR Frameworks, TSE projects) GTC-20 Tender for Ashgal.
Good knowledge of infrastructure, MEP & Civil building materials, Consumables and its suppliers/ subcontractors
Ensure that all Health & Safety policies, procedures, rules and regulations are adhered to and are regularly reviewed, updated and communicated.
Ensure that all accidents are documented, investigated and recommended improvements implemented.
Ensure that all the workers have attended the necessary safety training required by PWA, safety regulations and good practice prior to involvement in the work. Documented evidence of such training shall be given upon request.
Sending & Receiving Request for Quotations as per the BOQ from the QS Dept. Curriculum Vitae
Page 2 of 4
S. Sivakumar Nair
Email: ****.***@*****.***
Phone: +974-***-*****
Follow-up with the suppliers/ subcontractors to submit their quotations on time
Price negotiation with the suppliers/ subcontractors.
Making comparison sheets for competitive suppliers and issuing LPO.
Responsible for making, reviewing and submitting Tender/ HSE Documents to Ashghal / Kahramaa
Preparing material arrival/status reports and submitting them to the project managers/ head of department.
Estimate and establish cost parameters and budgets for purchases
Create and maintain good relationships with vendors/suppliers
Make professional decisions in a fast-paced environment
Maintain records of purchases, pricing, and other important data
Review and analyse all vendors/suppliers, supply, and price options
Develop plans for purchasing equipment, services, and supplies
Negotiate the best deal for pricing and supply contracts
Ensure that the products and supplies are high quality
Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development
Work with team members and the procurement manager to complete duties as needed. May 2010 to Aug 2017 (7 yrs. 3 mos.)
Ramaco Trading & Contracting W.L.L, Qatar
Executive Secretary/ Document Coordinator to Engineering Dept.
(Civil, Mechanical, Electrical & Design Dept.)
Assist project managers in all administration functions and processes Duties and responsibilities.
Ensuring that projects are run in compliance with the Organization’s requirements
Establishing and maintaining the project documentation library.
Workforce Facilitate the development of project plans and manage them from inception to completion
Set goals, provide motivation, and thoroughly support the project team members
Project and Legal documents, records, and reports are accurate, complete, prepared and filed promptly.
Good communication and coordination exist with Company personnel. Assistance and support are provided as needed.
Assess training needs for new and existing employees.
Receives and registers Client provided documents for detailed engineering or construction engineering projects,
Handling petty cash and monitoring related invoices.
Supervising the work of office juniors and assigning work for them.
All administrative and organizational functions for GM, harmonization, fixing meetings for Executives of Industries, Tour arrangements, Receiving & Sending emails and Faxes, maintaining Confidential Files, Housekeeping, and reporting to the Administration Director.
Preparation of Material Submittals/ Company Prequalification Docs. of Civil, Mechanical, Electrical and Interior Design and obtaining approvals of suppliers from the Client/ Consultants.
Preparing monthly log, status of submittals to consultants for monthly progress invoices and variation orders application and forward to General Manager, Operation Manager and Accounts Dept.
Preparing Tender Drawings and documents Transmittals, Construction Drawings, Shop drawings and revisions to consultants and site office and updating status and maintaining electronic records.
Preparing letters and emails to consultants, suppliers and subcontractors as per the instruction of Department Heads.
Follow-up with procurement dept. for price comparisons, and materials delivery schedules for projects.
Closely monitoring and assisting project managers for the preparation of projects progress reports every month.
Assist HSE Manager to close out HSE observations/violations raised by consultants.
Assist dept. heads for the preparation of ISO audit documentation.
Assisting dept. heads for purchase requisitions for construction materials in ERP for civil, interior, aluminium and carpentry and projects consumables and tools. Curriculum Vitae
Page 3 of 4
S. Sivakumar Nair
Email: ****.***@*****.***
Phone: +974-***-*****
Oct 2006 to Dec 2009 (3 yrs. 3 mos)
Hard Precast Building Systems L.L.C – Dubai, U.A.E
(Al Shafar Group of Companies)
Technical Administrator/ Production Document Controller
Secretary in Production dept, responsible for making production reports – daily, weekly monthly and drawing status of precast elements, preparing monthly project delivery reports, casting status of each project, monthly consumption of concrete, materials stocks and issuing memos, faxes and supporting administration for the recruitment of new employees and factory administration duties. July 2003 to 2006 May (2 yrs. 10 mos)
Saudi Archirodon Ltd, Jeddah- Saudi Arabia
Secretary to Projects Director
Shoaiba Power Plant of Saudi Electricity Company, Dammam Port Project Consultant -Parsons Brinckerhoff and Kuljian Corporation Construction Project of Shoaiba Power Plant Phase 1 & 2
(Contract value 4.5 billion Saudi Riyals)
Preparation of Material Submittals/ Company Prequalification Docs. of Civil, Mechanical, Electrical and Interior Design and obtaining approvals of suppliers from the Client/ Consultants.
Preparing various letters/ transmittals, facsimiles, e-mails, memos, progress reports and minutes of meetings; updating weekly progress reports, and method statements, and maintaining a filing system for all correspondence of the whole project.
Preparing monthly log, status of submittals to consultants for monthly progress invoices and variation orders application and forward to Projects Director Manager, Operation Manager and Accounts Dept.
To ensure that all the important commercial and construction-related documents must pass through Projects Director for his review, comments and circuleto the concern dept. heads.
Assigned to work as a secretary of PM- Global Maintenance Project
(SRO) Saudi Railways Organisation, Project comprises of:
- Track installation, including laying of ballast, tamping, welding, distressing and grinding, Turnouts installation, Installation of guard rails, bumping posts, and KM marker posts.
- Responsible for all activities in office administration, such as preparing letters to clients, updating the equipment list which is available at the site & preparing purchase orders, letters of intent, order confirmation, procuring of materials from overseas as per the project specification, coordinating with the customs clearance agent etc.
Assigned to work as secretary to PM in Flue-gas desulfurization project
(Jeddah – Consultant- Electrowatt)
- Duties and responsibilities include, preparing various letters/ transmittals, facsimiles, e-mails to consultants, Internal memos/circulars, progress reports and minutes of meetings; updating weekly progress reports, and method statements, and maintaining filing system for all correspondence of the whole project.
March 1997 – June 2003 (6 yrs, 3 mos.)
Project Administrator / Secretary/ Document Controller/ Site Costing Clerk Joannou & Paraskevaides (J&P), Saudi Arabia
1) Prince Sultan Airbase-Airbase Facilities Project, Al-kharj Consultant: British Aerospace
2) Haradh Bachelor Camp for Haradh Gas Plant (Saudi Aramco & GOSP II), Haradh, Saudi Arabia.
3) AAA Mother Villa Project, Jeddah Beach Complex, North Obhur 4) King Fahd Airbase, Consultant: British Aerospace 5) King Khalid Airbase, Khamis Mushayat,
Consultant: British Aerospace.
Curriculum Vitae
Page 4 of 4
S. Sivakumar Nair
Email: ****.***@*****.***
Phone: +974-***-*****
- Assigned to work as a costing clerk, preparing the daily production report and monthly production report, material issuing a report of Steel Yard and Batching Plant.
- Construction of Haradh Camp Projects of Saudi Aramco in Haradh. Handling document control system and other project correspondence at the Haradh Job site.
- Submission of project drawings to Saudi Aramco and maintain the log/ status report of approvals/ rejected/ revise and resubmit of IFC, Shop drawings and As-built drawings and forward to the Design Manager.
- Preparing transmittals & updating technical queries. Responsible for the submission and resubmission of sub-contractors' drawings.
- Keeping records of the submission date, Aramco approved date, and updating the drawing status report etc.
- Worked under the direct supervision of the Project Manager/ Area Manager.
- Duties responsibilities include: Handling all the clerical and administrative duties; receiving, sorting and logging incoming and outgoing documents; preparing various reports and maintaining filing systems.
- Type and prepare various letters/ transmittals, facsimiles, progress reports and minutes of meetings; update and distribute weekly construction meeting agenda. Preparing, and transmitting faxes to various places. Responsible for issuing materials to the camp (residing over 1000 employees). Making and updating camp reports such as camp arrival notices and camp departure notices. Supervising.
- All kinds of secretarial and administrative duties and responsibilities of Camp and project administrative functions during the project execution stage of the project. Feb. 1996 to Feb, 1997 Manager - Triva Rubber Industries, India Managing the production, procuring raw materials for Hawai sheet production and marketing.
Education - BBA Marketing (EIILM University)
- Pre-degree (Kerala University)
- Desktop publishing/MS Office (Kerala University)
- Attended BSI ISO 9001-2008 course for QMS
Date of Birth : 15 January 1972
Passport No. : N 1827630
QID No. : 272********
Nationality : Indian
Communication Skills : English- Read, Write & Speak (excellent) Arabic- (Speak- beginner)
Malayalam (mother tongue)
Hindi -Read, Write & Speak (very good)
: Tamil- Speak (Good)
Possessing Qatar D/L
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