Muhammed Shahim TP

Document Controller

KEO Project Management-Construction Management International KEO INTERNATIONAL CONSULTANTS Muhammed ShahimTP - 1 of 3 EDUCATION

B.Sc. Physics (Graduation)

Pondicherry University,

INDIA, 2005

Certified in Auto CAD,

Sree Sankaracharya,

Kerala, INDIA, 2005

PROFESSION

Document Controller

NATIONALITY

Indian

COMPUTER SKILLS

Auto CAD, MS Office

(Word, Excel, Power Point,

Outlook), EDMS (Aconex,

4 Project, SharePoint,

Documentum), Photoshop

LANGUAGES

English

Hindi

Arabic (Read & Write)

Malayalam

SUMMARY

Mr. Shahim is a Document Controller with over 12 years of professional experience in various engineering, infrastructure, building, oil & gas and petrochemical projects. Proven ability to establish and maintain an effective filing and archiving system for paper documents and electronic documents. Possessing extensive knowledge of electronic document management system

(EDMS), filing system & final handover etc.

PROFESSIONAL EXPERIENCE

KEO International Consultants, QATAR

Document Controller, April 2013-Present

Mr. Shahim’s duties and responsibilities are Using EDMS (Electronic Document Management System) as per client requirement and line manager’s instructions. Leading the document control team. The implementation of all necessary procedures (document control procedure, retention policy, document numbering system etc.). Preparation of weekly and monthly reports. Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing design drawings, shop drawings, as-built drawings, correspondence, site instructions, variation order, RFI, NCR, SDR, Letters, staff daily report, Submittals (prequalification, material submittal, method statement, inspection test plan) and other forms of pertinent documents from the client and contractors. Responsible for receiving, registering and distributing all documents. Maintaining all files within the Filing Department. Maintaining all tracking records and ensuring that they are initialed when a file is taken from the filing room. Chasing up each individual for return of files. Maintaining all Tender Documents and ensuring originals are not take from the filing room. Maintain Project Documentation as per ISO standards. Receiving and submitting transmittals and other documents from contractor and client. Assist site office administration. Coordinates with the Project Manager, secretary and other staff to ensure correctness of the records. Archiving contract/project documents. Maintain archive section up to date. Successful closeout and handover documentation as required by line manager. Regular periodic backup (electronic copy) of project documents. Other duties as requested from time to time. He has been involved in the following projects:

Al Bayt Stadium (FIFA World Cup) – Al Khor City, Qatar Sidra Medical and Research Centre, Qatar

Doha Expressway (Package-12) F – Ring Road, Qatar

Lusail Multi-Purpose Hall, Qatar

Muhammed Shahim TP

Document Controller

KEO Project Management-Construction Management International, Qatar KEO INTERNATIONAL CONSULTANTS Muhammed ShahimTP - 2 of 3 SABIC (IBN SINA), Al Jubail, Saudi Arabia

Document Controller, January 2010 – January 2013

Mr. Shahim worked as a Document controller. He is responsible for establish, implement, supervise and coordinate the Project Document Control function for recording, distributing and filing of all project and construction documentation and ensuring the availability of up to date information/data throughout the project. Overall responsibility to ensure that all Project documentation is maintained and handled in the Project's Electronic Document Management System (EDMS). Providing technical & administrative support to the projects team. Supervise and record document flow and from all necessary parties, including clients and sub-contractors. Liaise with internal Department, Consultant & Contractor to ensure that document control and filing procedures are maintained for all documents. Manage electronic document management system as well as hard copy records on as per company system. Ensuring the use of standardized forms and templates. Kil Jin Kang Construction Contracting Ltd, (KCC), Al Jubail, Saudi Arabia Document Controller/Administrator, February 2007 – December 2009 Ensure all documentation is controlled in accordance with the company’s procedures for document control. Process, control and administer incoming and outgoing documents (correspondences, submittals, transmittals, specifications, drawings etc.). Upload and distribute documents to relevant parties in accordance with the document distribution matrix workflow. Maintaining and update logs to ensure accurate status of submissions. Prepare necessary data reports for various parties in a timely and accurate manner. Follow up and expedite priority items with relevant managers, engineers, consultants and contractors. Drive improvement to document control processes and procedures. Manage and monitor the use of various form set ups among the team members. Coordinate with consultant and contractors to send and receive various reports, drawings, submittals and other outstanding issues. Copy, scan and store documents. File documents in physical and digital records. Implement and maintain document control processes and procedures. Make sure that controlled copies of latest approved documents are distributed internally and externally (Clients and teams). Administrator

Mr. Shahim provides support to project team in all aspect of office administration. Performs administrative functions including preparation of attendance reports, ensure that all entry were reflected correctly on the timesheet and keeping sick leave and annual leave register up to date. Maintain office and kitchen supply inventories and requisition. Coordinate with contractor the maintenance of utilities and repair of office equipment, furniture and fixture, electrical interruption etc. He also handles petty cash expenses and reimbursement. Aside from those he also works as site secretary of the project. Receives incoming documents from the Contractor and distributes multi-discipline documents to the responsible Engineer/Department on a daily basis. Prepare final draft of letters, collect signatures of the author and send to Project Manager for final approval. Maintains and track outgoing and incoming correspondence, material submittals and other important documents into the standard register, ensuring all the information are correct and up to date. Maintains good filing system for easy retrieval of files. Compile and finalized Minutes of Meeting for Manager’s approval and keep Microsoft Word copy for future reference and PDF copy for distribution. Answers and screens all incoming calls and directs it to specific people, in a professional manner.

Muhammed Shahim TP

Document Controller

KEO Project Management-Construction Management International, Qatar KEO INTERNATIONAL CONSULTANTS Muhammed ShahimTP - 3 of 3 SABIC - E & PM SITE PROJECT MANAGEMENT (AR-RAZI), Al-Jubail, KSA Document Controller, September 2006 – January 2007 Receive, quality check, stamp, log, distribute and archive documents. Provide reference number for incoming/ outgoing documents for tracking purposes. Identify valid and superseded documents. Assure only valid documents are used in performing activities. Assure valid documents are distributed to the relevant staff in a timely manner. Maintain a tracking log which includes lists of incoming and outgoing documents and kept up to date in a secure manner. Prepare list of outstanding documents and issue list to the relevant department heads and copy to Project Manager. Coordinate with the team to follow up any outstanding issues/documents. Ensure all documents are dealt in accordance with the company’s document control procedure. ABILITIES

Ability to exercise independent judgment in evaluating situations and making decisions. Ability to plan, organize, supervise and review the work of subordinates performing a variety of functions. Ability to apply and explain rules, regulations, policies and procedures. Ability to understand and follow verbal and written instructions read and comprehends written materials. Ability to operate personal computers and various office equipment. Ability to establish and maintain effective working relationships. Ability to record, file and transmit information.

Ability to communicate effectively both verbally and in writing. Ability to work in a timely manner.

Proficient typing and editing skills.

Teachable and quick leaner.

Good team working skill.

RELEVANT PROJECT EXPERIENCE

Al Bayt Stadium (FIFA World Cup) – Al Khor City, Qatar Sidra Medical and Research Centre, Qatar

Doha Expressway (Package-12) F – Ring Road, Qatar

Lusail Multi-Purpose Hall, Qatar

Ibn Sina Methanol Plant, Al-Jubail, Saudi Arabia

Ar-Razi Methanol Plant, Al-Jubail, Saudi Arabia

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