Document Controller/Secretary

DOCUMENT CONTROLLER/Secretary

Name: Marivic P. Duque

Position Applied: Document Controller/Secretary

Total Years of Experience: 12+ years

Visa Type: Visit Visa

Email: *****.****@*****.***

Phone: +971-**-***-**** or +971-**-***-****

CAREER SUMMARY:

• 12+ years in Document Control

• Experienced in document control execution requirements on Engineering, Construction Management, Infrastructure

• Experienced in the use of software tools used in the development and assessment of project data management systems, including: MS Office applications, ACONEX, ORACLE, Excel, Word, SharePoint as well as Adobe Acrobat. CAREER HISTORY:

Currie & Brown – Cost Consultancy and Supervision

Sept 2018 – June 2020 Document Control/Secretary

Project: Riyadh City Development Client: Modon Properties PJSC Pre- and post-contract cost management services

Infrastructure & streetscape

In-charge of all the incoming documents like PTC, RFI, PCR, VO, payment application, invoice, drawings, etc. to be saved in SharePoint/server then sending it to the team for their info and onward action.

Assist in checking invoices, payment application, insurances and supporting documents from the Project Management, Consultant and Contractor.

In-charge of creating work confirmation of approved invoices in Oracle and following up payment status from the Client.

Preparing and transmitting outgoing documents properly thru Aconex and Workflow.

Maintaining an updated log or trackers of all the incoming and outgoing RFI, PCR, VO, Shop Drawings, Material Submittal, BOQ, payments & invoices, etc. and ensuring that there’s no overdue/pending action from the PM, consultant and contractor.

Assisting all the QS & associate director in the team.

Provision of full administrative support to all personnel in the office and project teams on site.

Preparation of invoices for submission to clients and payment follow-up.

Maintaining communications to ensure accurate and timely flow of information.

Scanning in all relevant new documents.

Handling office stationery and ensuring attendance records in the office.

Performing other duties and responsibilities assigned by the superior.

James Cubitt & Partners Consultants – Engineering Design Consultancy and Supervision August 2014 – September 2018 Document Controller

Project: Mussafah Gardens and Development Client: Emirates Land Group PM and Design Consultancy Services

Residential

Experienced in handover phase of the Project.

Currently handled 3 Projects worth 43 Million, 39 Million and 55 Million.

• In charge of taking Minutes of Progress Meeting and distribution to all parties.

• Carry all task in accordance with Engineering, Design and provides technical and administrative support for the Engineering, Technical & design Department but not limited to the following:

• Oversee and coordinate the scanning of documents and downloading of files electronically.

• Responsible for receiving of incoming & outgoing correspondences, email, document, ITR, Material Inspection Request, NCR's, RFI's, drawings, procedures and other related document to the project.

• Handles and prioritize all outgoing or incoming correspondence (email, letters). Provides technical and administrative support for the Engineering and Design.

• Assist in preparing technical submission and project program for tender documents of potential projects.

• Coordinate and follow up with Technical & Design Team in revision for all submittals, RFI raised from supervision team for each project.

• Maintain status logs of RFI's, NCR's, Material Submittals, Shop Drawings and other documents of the on-going projects.

• Responsible for generating document management reports as needed by the project managers and management.

• Generate a system and process for arranging document catalogue, packing, and long-term storage or disposal of project documents in alignment with project execution, closeout and handover requirements.

Samsung C&T (Mongolia) – Main Contractor

April 2013 – June 2014 Main Document Controller

Project: SHARILA Hotel, Ulaanbaatar, Mongolia Client:

• In charge of taking Minutes of Progress Meeting and distribution to all parties.

• Lead and manage a team of document controllers and coordinate the flow of commercial & technical documents among project operations, functional discipline and other support groups.

• Accountable for Document & Data control and managing the Document and Records

• Lead and manage a team of document controllers and coordinate the flow of commercial & technical documents among project operations and other support groups.

• To maintain best practice in receiving, scanning, control issue, copying, transmittal, distribution, securely store, confidentiality, filing & retrieval of documents.

• Train, guide and supervise the document controllers in all aspects of document control systems, and provide trainings, guidance and support on document control processes as and when required for the project team members.

• Handles and prioritize all outgoing or incoming correspondence (email, letters).

• Maintain electronic and paper records ensuring information is organized and easily accessible.

• Performs another task assigned by the Commercial Manager and Contract Manager. Taeyoung Engineering & Construction – Main Contractor Oct. 01, 2009 – March 2013 Document Controller

Project: Royal Rose Hotel, Electra Abudhabi Client: Bin Ham Group

Handling office stationery and ensuring attendance records in the office.

Maintaining confidentiality while handling office documents files/papers and monitor the mails/faxes received by concerned departments from various sources.

Update and remind the reporting managers of their meetings, help them in developing computer presentations, generating reports, take down dictations and supervise the overall administrative function of the office, being a perfect support.

Answer telephones and transfer to appropriate staff member.

Meet and greet clients and visitors.

Perform general clerical duties to include but not limited to:

Photocopying, faxing, mailing, and filing.

Maintain hard copy and electronic filing system

Receives and registers all incoming documents & letters, according to site office procedures which includes reproduction and retrieval of all acted documents for document control like Material/Shop Drawing Submittal, Method Statement, Inspection/Daily Reports, Inspection Request, Request for Information, Non-Conformance Report, Monthly & Weekly Reports, Technical Enquiry, Field Observation Notice, Correspondence and others.

Makes sure that all documents for approval must be completely signed before the final approval of the Project Manager.

Prepares transmittal forms for Shop Drawings, Method Statement, Material Submittal, Material Delivery & Subcontractor’s Approval Request. Updating the Status of Shop Drawings

(Revisions), Material Submittals, Method Statement, NCR, Site Work Instruction, etc.

Managing and distributing the documents to the contractor/consultant. In charge of emailing outgoing letters to the Client, Consultant, & Contractor. NES – Nassar Engineering Services – Project Management June 2008 – September 2009 Document Controller cum Secretary Project: Danet Tower, Mouroor Abudhabi Client: Soruoh Project Management Services

Residential and Commercial

Receives and registers all incoming documents & letters, according to site office procedures which includes reproduction of all acted documents for document control like Material/Shop Drawing Submittal, Inspection Request, Request for Information, Daily Report, Method Statement, Field Observation Notice, Correspondence and others.

Manages the process of archiving in electronic and/or hard paper format

Manages and distributes the documents to the contractor/consultant.

Administers all incoming calls, faxes, and maintain applicable records.

In charge of emailing outgoing letters to the Client, Consultant, & Contractor. General typing duties as required to support the function of the team.

Answer calls and give information to callers, take messages, or transfer calls to appropriate individuals.

Complete forms in accordance with company procedures.

Type, and distribute meeting notes, routine correspondence, and reports.

Make copies of correspondence and other printed material.

Open, read, route, and distribute incoming mail and other material.

Operate office equipment such as fax machines, copiers, and phone systems.

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