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Document Controller

Coimbatore, Tamil Nadu, India
December 24, 2019

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Mobile: 052-*******


Career Summary

** + Years’ experience in Document Controller / Office Admin Dubai, UAE

& Chennai.

Professional Profile

Administrate Document Management System, which demonstrates achievement of the required quality and the effective operation of the quality system. This includes Contract, Shop and As-Built Drawings, Specifications, Reference Standards, Technical Queries, Method Statements, Technical Submittals, Work Notifications, Tracking Schedules for Drawings and Submittals and Technical Correspondence with Client, Consultants, Subcontractors and Suppliers. Responsible for administrating Document control process, which required for the effective establishment, implementation and the effective monitoring of the Quality Management System (QMS – ISO 9001:2008) and Occupational Health and Safety Management System (OHSAS 18001:1999). Career Highlights

Since: September 2016 to November 2019

Company : M/s. Bays Engineering Consultants (Chennai) Designation : Office Admin cum Document Controller Roles and Responsibilities

Performs general clerical duties to include but not limited to, photocopying, faxing, mail distribution and filing. Coordinates and maintains records for staff office space, phones, and office keys etc.

provide support for all types of organizations and businesses and their staff members

create & forward internal and external documents link to appropriate staff

Invoice follow-up

Take care office equipments (Printer, Scanner, Telephone, vehicle etc)

Maintain staff attendance

Maintains accurate records for employee holiday requests

Cooperate with other departments

Since: June 2012 to July 2016

Company : M/s. Cylingas Company LLC Dubai, UAE (Oil & Gas)

(Member of ENOC Group) (ISO 9001, 14001& OHSAS 18001) Designation : Document Controller

Project : ENOC Lubricants and Grease Manufacturing Plant (ELOMP) Projects, (Phase II & III) Expansion Facilities

Essential Functions and Major Responsibilities

Responsible for the timely, accurate and efficient preparation and management of documents. Control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy of documents and drawings produced by technical teams, projects or departments.

Responsible for the physical management and tracking of Drawings and Technical submittals, in accordance with Company policy and regulations.

Responsible for carrying-out various functions, related to Project Documents Receiving & Transmittal.

Interact with cross-functional teams on the latest information of the Project.

Document classification, sorting, filling and archiving.

Correspondences with Govt. Departments, Consultants, Subcontractors & Suppliers

Registering of internal and external documents.

Maintain document control registers / documents for incoming and outgoing project documents.

Ensure that the latest revision and approval status of drawings is kept updated continuously.

Maintain stick files in an orderly manner.

Production of status reports for weekly / monthly meetings

Ensure all hard and electronic copy distribution of controlled documents to focal point.

Provide the information for Auditing.

Sending of Drawing Transmittals and Submittals.

Every acknowledgement transmittal keep proper filing.

Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted.

Scanning and hyper-linking of all incoming and outgoing correspondence, documents / drawings stored in respective logs.

Using of FTP Electronic Server and Microsoft Outlook Application for sharing Documents related to the project.

Instruct new members of the team in the discipline and importance of adhering to document control systems and procedures.

Manage the document collection and distribution and review processes.

Maintaining technical and vendor documentation such as Site Engineering Queries and Site Instructions.

Co-operate closely with Archiving / Final Dossier personnel such that final project dossier, scanning and archiving can be compiled correctly Since: Nov 2008 to Nov 2011

Company : M/s. Spark MEP Contracting Sharjah, UAE (ISO 9001:2008 Certified) Designation : Document Controller

Main Duties

Coordinate and check all incoming and outgoing drawings and other related documentation

Maintain tracking schedule of all documents

Train employees on how to use and access the documents from server

Ensure controlled copies of documents and drawings are issued to appropriate staff and subcontractor

Ensure obsolete documents replaced with latest one

Maintain and update logs to ensure accurate status of submission

Upload and distribute documents to relevant parties in accordance with the document distribution matrix workflow

Set-up and maintain an effective filing and achieving system Since: Aug 2003 to Jan 2008

Company : M/s. Al Naboodah Contracting Co. LLC, Dubai, UAE Civil Engineering Division (ISO & OHSAS Certified) Designation : Document Controller

Project : Dubai International Airport Expansion Projects (Phase II)

(Working under Engineering Department)

Duties and Responsibilities

Every incoming and outgoing correspondence we should monitor (Like, Letter, memo, circular)

Keep and insert hyper-linking of all correspondence

Expedite and maintain acknowledgements to transmittals

Expedite responses to transmittals sent for review/comment.

Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.

Follow procedures and update document control procedures when necessary

Manage the electronic and hard copy filing of project related technical documentation.

Scanning, creation of CD’s and file manipulation.

Assure document quality to include completeness, accuracy and compliance with established procedures and updates.

Filing and archiving of documentation to facilitate easy retrieval at a later date.

Generate the various document controls reports as required.

Manage the document/drawing review process, Internal and External.

Maintain and manage project files from project start to close out.

Archiving data for historical purposes.

Academic Credentials

Bachelor Of Commerce B.Com, (1999 - 2002 – Bharathidasan University, Tamil Nadu, India)

Master of Diploma in Computer Application (M.D.C.A.) 1998 - 1999 – Institute of Computer Education Technology, (Tamil Nadu, India). Technical Skills

MS OFFICE 2016 (MS Word, MS Excel, MS Power Point – Outlook – Internet Application Package).

Accounts Package (Tally 6.3 & 9)

FTP Server (Upload/Download)

Training and Certifications

QMS Internal Auditor (Arabian Energy Management Consultancy – Abu Dhabi) – 2009

Basic First Aid (Emirates National Oil Company Limited -ENOC - Dubai ) – 2014

Safety Award (For Being Safe & Responsible in ELOMP Phase 3 Project) – Cylingas Company LLC-Dubai – 2015

Personal Attributes

Energetic and flexible team member

Ability to communicate positively

Personal Details

Name: S.Basheer Ahamed

Mobile No: 052-*******

E – Mail

Father's Name G. Sharbudeen

Sex Male

Date of birth 10th June 1979

Languages Known English, Hindi, Tamil & Malayalam

Religion Muslim

Marital Status Married

Nationality Indian


Available upon request.

I, the undersigned certify that to the best of my knowledge and belief, this bio-data correctly describes myself, my qualification & my experience S. BASHEER AHAMED

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