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Lead Document Control

Sharjah, Sharjah Emirate, United Arab Emirates
April 19, 2020

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Professional Summary

A confident, self-motivated, culturally aware experienced Lead Document Controller with over 14 years working and leading multi-cultural teams within a number of Global EPC Contractors and Consultants in the Middle East delivering from concept thru to execution Major Complex Projects in the Oil, Gas and Infrastructure Industries on time to client and project requirements. A demonstrable record of leading and managing teams with a pragmatic style of leadership and collaboration across multi disciplines and geographical regions. Currently accountable for the management and mentoring of a team of document controllers engaged in the execution of engineering detailed design services for major EPC and EPCM Projects, providing effective functional team leadership in the management of Time, Resources, Productivity and Quality.

Significant expertise in the application of systems with specific specialist knowledge of Sharecat, Capital Projects, Sharepoint, Aconex and Convero.

Languages: - Filipino, English: - fluent written and spoken. Key Skills

Excellent interpersonal, organisational, training, verbal and written communication skills

• Management of Document Control Centre (DCC) involved in the execution of front end and detailed design engineering services, field development work for major contractors in the Oil, Gas and Infrastructure industries

• Management and mentoring of a team of document controllers engaged in the DCC function

• Expertise in discharging all responsibilities as the custodian of project and organizational documents

• Proven abilities in File Management of project documents and the management of Close-out and Vendor documentation

• Proficiency with electronic Documents Control Systems such as Sharecat, Petrocept-DC, Aconex, SharePoint, Convero and Citrix Administration

• Trained and experienced as a Super User of Convero and SharePoint document management systems and as an Administrator/Trainer for Aconex

• Preparation of regular DCC management reports and customization of such reports in response to management needs

Key Achievements

• Management of the DCC function in a challenging and dynamic environment for Global EPC Contractors.

• Streamlining processes and implementing efficiencies “get it right first time “

• Established a project document management system for controlling, maintaining, monitoring and issue of technical/ engineering drawings, documents and vendor documents based on Petrocept-DC

(Petrofac EDMS) and Sharecat (Client EDMS).

• Established from scratch a document management system based on Convero and SharePoint systems

• Trainer and super-user for numerous DCC systems

• Demonstrated the ability to work in a highly productive in a high volume and high stress environment and to manage high-volume workloads within a deadline driven environment

• Continuous Improvement: Management, training and mentoring large teams of Document Controllers MARICAR RAMOS Page 2 of 4

Professional Experience

Petrofac International (LLC) Sharjah, UAE

Lead Document Control - April 2015 to present

BPROO – General Engineering Contract


Management of the Document Control functions/teams providing support to the Document Controllers in achieving compliance and all other referenced document control procedures.

Interviewing and recruiting new Document Controllers for the project.

Trained the DCC team in the use of Sharepoint, Capital Projects, Petrocept system and Sharecat.

Appraise the performance of the Document Control Team.

Train engineers and project team members on use of the procedures, ensure project procedures are aligned to company requirements.

Providing support and where necessary recommending streamlining of procedures to support effective working practices.

Ensure that all documents are assigned on appropriate number in accordance with the numbering procedure, conform to use the approved project format, templates and or provided by Client to use by Petrofac review/approval.

Ensure access and guidance to all project personnel on a project network and location of various procedures and standards.

Coordinating with corporate IT groups on behalf of the project to ensure appropriate access rights to the project personnel.

Prepared document numbering and document management procedures and issued for use.

Initiating Document Control Procedures that ensure effective and strong internal control of all documents and data.

Creating, standardizing and streamlining network structure to facilitate easy access to all archived documents. Established an effective Centralized Document Control Center

Establish project and capture mandatory data properties to support engineering, site, commissioning etc.

Ensured proper distribution of documents to concerned disciplines and vendors.

Managed document registers and generation and update reports using Sharecat, Petrocept and Capital Projects.

Carry out quality checks of documents.

Prepared the DCC status / overdue report to the project management and engineering teams on a regular basis.

Ensured that the latest revision and approval statuses of drawings were recorded in Sharecat, Petrocept & Capital Projects system.

Liaise with Project team, Client, Vendor, and Third-Party companies’ and dealt with requests, searches and queries as required.

Verify acceptance of final document deliverable as per client requirement and hand over final Dossier/MRB to Company.

Implement project record retentions and archival and map out close out activities. MARICAR RAMOS Page 3 of 4

AMEC Blackcat, Doha Qatar

Lead Document Controller, June 2012 to April 2015

Main Contract:

Call-Off orders with Occidental Petroleum of Qatar (“OPQL”) engineering detailed design services contract and Phase 5 field development work.

Other Clients:

Shell, Maersk Oil Qatar, Qatar Petroleum, Qatar Gas and Rasgas. Responsibilities

DCC management and focal point of three (3) Engineering centres (Doha Qatar, Jakarta, Perth Australia) for all Greenfield/Brownfield and the Phase 5 Field Development Project of OPQL

Managed the activities of a team of document controllers and responsible for coaching and development of staff and the allocation workload tasks and setting priorities

Responsible for establishing a document management system for controlling, maintaining, monitoring and issue of technical/ engineering drawings, documents and vendor documents based on Convero and SharePoint.

Trained super-user and key member of the multi-discipline team for Convero/ SharePoint systems.

Prepared document numbering and document management procedures and issued for use.

Submitted the document status/overdue report to the project engineers and the Client on a weekly basis.

Assisted the engineering team with document numbering requests, transmittals and system issues.

Focal point of return of comments from the Client

Ensuring document control requirements are met for final Project close-out turnover, including all records, hard copy, job book requirements, reconciliation of systems and archiving.

Participating and conduct performance reviews in the evaluation of document control staff.

Assisting proposal team in definition of document control effort for new proposals. Turner and Townsend International, Dubai UAE

Document Controller/Aconex Administrator/Trainer, January 2011 to March 2012 Project Outline:

Construction of a new Semiconductor Wafer fabrication plant in Abu Dhabi Responsibilities:

Management of all internal documents and monitoring of archive documentation, administration of all Aconex SOP’s and new system implementation.

Provided training to Client Staff and Third Party Organizations involved in the Project regarding the use of the Document Management System (Aconex) ; Project-wide Procedures and Other Guidelines

Bookkeeping, accounting, SharePoint Electronic Document Management tools to facilitate document management and handover and monitoring holiday rotation for the team, project close-out documents.


Gulf Technical Construction Company, A Drake & Scull International Group PJSC, Dubai UAE Document Controller, October 2007 to January 2011

Project Outline:

Laguna Tower, Mövenpick Hotel and Mangrove Place Residential Tower Responsibilities:

Reporting of progress of submittal / review / approval of Subcontractors Submittals and issue overdue reports.

Oversee management of review and approval process of Subcontractors Submittals within the Document Management System.

Run quality checks (e.g. project numbering protocol) of Subcontractors Submittals metadata in compliance with Project requirements.

Maintain document control registers for all incoming and outgoing Project Documents in accordance with Procedures and ensure that the latest revision and approval status of Drawings and Documents are correct and up to date.

Index and register internal and external documents within the Project EDMS (Electronic Data Management System) as per project protocol.

Generate weekly and monthly reports showing submittals both external and internal in accordance with project requirements.

Registering of internal and external Project Wise documentation.

Prepare and check agendas for scheduled meetings. Coordinate flow of information with other staff. Maintain positive employee relation and adherence teamwork and aim for the progress of company. Galaxy Contracting Company, Dubai UAE

Document Controller, June 2006 to October 2007

East Central College, Philippines

Administrative Secretary, January 2002 to April 2006 Education, Training and Qualifications

Far Eastern University

Institute of Accounts, Business & Finance

Computer Secretarial

SY 1995 - 1998

N. Reyes St., Sampaloc Manila

The Petrofac Pathway Supervisor Toolkit Programme - October 2019 Certificate of Attendance: Document Control Essentials Certificate of Attendance: ACONEX Administrator

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