Document Control Manager
Resume:
Curriculum Vitae
Career summary
A highly resourceful, hardworking, flexible, innovative, and enthusiastic individual who possesses a considerable amount of knowledge with exceptional multi-tasking and organizational skills. A quick learner who can absorb new ideas and is experienced in documentation, coordinating, planning and organizing a wide range of executive and administrative activities. Well organized and an excellent team player with a proven ability to work proactively in a complex and busy office environment. I am looking for a career advancement opportunity with an ambitious company that will allow me to develop my skills and potential.
Professional experience
Possess 14 years of overall experience in such capacity as document controller, record management, drawing archives, project support services, system support, executive, HR, administrative, processing officer and computer applications. In addition, got exposure in a variety of other functions of the business like Project Scheduling, Project Planning, Office Management, Business Administration, Quality Management System. I worked as a contributive member in an existing productive team. Assigned and participated for all major project in a wide range of construction, infrastructure and oil and gas industries. Work in a fast paced environment; provide an efficient and professional executive - administrative support to an Executive/Project Manager.
2016 November – 2020 March
TEMALCO Contracting and Trading Co. WLL
Doha, Qatar
Position held: Senior Document Controller
Projects: Refurbishment of Highways Drainage Structures Culverts, Storm Sewer Inlets etc, House Connection Works Manholes, Sewages and Steel Fabrication.
Client: ASHGHAL and KAHRAAMA
Duties and Responsibilities:
• Maintain and update distribution records of outgoing and internal transmittals.
• Check transmittal from the Vendor’s Document Controller for correctness and completeness ensuring accuracy with Document Distribution Matrix.
• Conduct distribution through EDMS to key personnel in accordance with Project Management Team (PMT) and
sending reminder overdue document reviews in
accordance with PMT requirements.
• Support the PMT in documentation and correspondence ensuring understanding on information management
requirements to meet standard procedure at final handover and project close-out.
• Assist Project Vendors to review all project related documentation processes to ensure compliance.
• Manage archive documentation, access and traceability.
• Receive and Coordinate RFI request from PM and Site Engineers to raise RFI in Ashghal online portal.
• Process RO Fee & Guarantee Calculator and Service Request Form for submittal and approval to MOI and ASHGHAL.
• Receiving approved permits from Ashghal and distribute and forward to all project team.
• Update and Log PTW, R.O. Permit status daily.
• Coordinate and help prepare various permits (PTW, TDP, R.O., Excavation etc.) based from PM Work Execution Plan for the permit applications, renewal / extension.
• Receive/Administer Ashghal approved permits and forward to all project team.
EMELCHOR MACAYAN
• Receive email or verbal request and instruction from Project Manager for the new material request.
• Prepare initial PR with PM approval and forward to Accounts and QS for verification.
• Electronically organize and compiled data inspection spread sheet and configure data as per Client standard requirements.
• Generate-Schedule-Dispatch Work Orders for all the existing and non existing assets in EAMS
• Uploads Data using Ashghal DC Online Application Work Flow.
• Distributes incoming documents electronically for review and approval in accordance with Document Distribution Matrix (DDM) on documents received.
2015 October – 2016 October
KULAY Co. WLL
Doha, Qatar
Family Business
Duties and Responsibilities:
• Carry out plans for promoting, production, sales, and budgeting for the business.
• Create monetary arrangement and review the report of production and compare the report with sales
• Meet with the manufacturer, supplier and reinforce fast shipment delivery and production.
• Compare between expenditures and actual financial gain and relate them with the budget. Review the report on ensure and ensure that they are aligned with the
budget.Make a viable feasible assessment to envision the possibilities of the business.
• Ensure customer satisfaction is a priority. Offer presentations to enlighten customers on the importance of the products and business offered.
Qatar Engineering & Construction Co. Doha, Qatar
Position held: Senior Document Controller
Date: 2014 August – 2015 July
Projects: DHT Diesel Hydro Treater (Samsung) - MEP JBOG Jetty Boil Off Gas Recovery Project
WWTP Waste Water Treatment Plant
(QG1) Barzan Onshore Project (Off plots - Pipeline) O2/N2 Pipe Line Backbone Gasal Project. MEP
Clients: QatarGas - RasGas - Barzan
Off Flot - Laffan Refinery
Duties and Responsibilities:
• Manage data analysis and data cleansing as part of the new ERP system roll out. Provide support to manpower Planning Manager to carry out inventory manpower
activities in line with company targets and objectives. Assist in resolving discrepancies, determining root causes and introducing corrective actions.
• Responsible for maintaining and controlling the issue of project technical documents as per the Document Control Procedure.
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• Responsibility for developing and administering the Document Control Management System and procedures
for the Company.
• Establish the Electronic Document Management System
(EDMS) in the company and train the new Document
Controllers required for various project sites prior to their site induction.
• Coordinate with site document controllers for regular and up to date dissemination of documents to various levels in the organization.
• Ensure that an up to date general filing system including a master file of all types of materials as required is maintained.
• Ensure that all incoming documents / drawings and outgoing documents / drawings are maintained.
• As per Project Quality Plan, project documents are separately maintained for different stages: Enquiry, Design, Construction, Supervision and Maintenance.
• Receive, sort all incoming correspondence, Vendor Documents, project drawings and technical documents.
• Ensure that transmittals are registered in the log.
• Ensure that copies of all correspondence are issued to respective recipients after receipt and dispatch.
• Register construction related documents such as project correspondence, Log Registers, Transmittals, TQs, MARs, Shop Drawing Approvals, Weekly Progress report and Monthly progress report.
• Archive and retrieve as necessary the old project documents and store them in the Archive Department in corporate office.
• Maintain progress reports of documents handled by the department on a weekly basis and issue the notices to department heads regarding outstanding correspondences if any for expeditious response as per project contract. Position held: Document Controller
Date: 2010 September - 2014 July
Project: Construction of New Control Bldg in Halul Island – EPIC - MEP
Client: Qatar Petroleum (QP)
Duties and Responsibilities:
• Perform Document Control functions in line with Approved Procedure.
• Generate Progress Reports.
• Maintain Document Control Database.
• Manage Document Control Center, Project Filing System.
• Responsibilities involved all manual and electronic documentation work process and activities for civil, mechanical, electrical and fabrication.
• Document distribution of both electronic and hard copy to various action parties.
• Provide assistance to Engineering personnel in document retrieval.
• Interface with Client/Consultant and 3rd parties as needed.
• Communication /Liason with Project Management Team, Client and Subcontractors effectively and resolve problems and issues related to documentation.
• Implementing established Document Management
Procedures.
• Prepare report as required by the Project Manager.
• Providing support to Project Team by managing
incoming/outgoing project information and documentation on daily basis while ensuring accurate records are maintained.
• Excellent organizational sill.
• Experience in Microsoft Office and ability to prioritize the workload as required.
• Expediting Documentation, necessary follow-ups with concerned parties involved in the document, taking correct action to guarantee the availability of documents to required timeline.
Position held: Project Secretary cum Document Controller Date: 2007 January - 2010 August
Project: Melamine & Urea-1 Revamp Project – MEP - EPIC Client: Qatar Fertiliser Co. Ltd (QAFCO)
Duties and Responsibilities:
• Maintain and update distribution records of outgoing and internal transmittals.
• Receives and issues documents under transmittal, externally and internally according to document distribution matrix.
• Ensures that all engineering documents are well checked and submitted on time prior to the documents submission due date.
• Ensures that all documents have no errors in filenames, revisions, submissions, etc before submitting it to the Client to avoid confusion;
• Ensures that controlled copies of latest approved documents and drawings are given to the appropriate staff, contractors and suppliers as applicable.
• Develop and maintain the projects document control register.
• Records and files all documentation between the projects department, contractors, suppliers & consultants etc.
• Allocates document numbers to internally prepared documents and incoming documentation.
• Maintains updated records of all approved documents and drawings in the Document Archive and the File Server with easy traceability.
• Maintains the files and control logs as required by the project procedures.
• Coordinate and check all incoming drawings and other related documentation
• Set-up and maintain an effective filing and archiving system
• Assisting the Project Director with organizing all communication and correspondence documentation to
facilitate project work
• Provide secretarial and admin support to the project team and department to ensure the smooth running of the department operations.
• Maintain records Project Manager and assist in his movements.
• Take minutes of meeting and maintain records for the operations and project team.
• Develop and maintain document control processes for the efficient management
Position held: Document Clerk
Date: 2005 February – 2006 December
Project: Smoke Flare Maintenance
Client: Qatargas
Duties and Responsibilities:
• Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
• Maintain registers of all receipts and issues or submission of documents and correspondence.
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• Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.
• Ensure the effective running of the day-to-day operations of the document center.
• Hands on experience in identifying, sorting of Engineering Documents and drawings (Civil, Mechanical, Structural, Electrical and Instrumentation drawings, plot plans, detail, loop drawings, data sheets, standards, isometrics, manual etc.) as per ISO Quality Management System, EDMS,
QMS & ACONEX.
• Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
• Maintain document logs for correspondence, material approval submittals, shop drawing, RFI (Incoming and Outgoing).
• Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material and Shop drawing submittals and Filing etc.
• To ensure compliance with quality assurance requirements at all time.
• Receive and distribute project documents and drawings based on the Document Distribution Matrix to the right Department and right person.
• Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.
• Ensure the correct stamping of all documents or drawings in accordance with the prevailing document control procedures.
• Maintain records of engineering documents and drawings in hard copies and electronic files and monitor the revisions and approval status thereof.
• Maintain the record of all controlled documentation – issue, status and location.
• Record of Drawings, Method Statement, Material
Submittals, Sample Submittals, RFIs, RRFiS, NCRs,
Contracts, Payment Certitificates, Documents of Civil, Mechanical, Instrumentation, Electrical, Piping, Structural Documents, Drawings, Specifications, Calculation Sheets and Data Sheets, Progress Reports, Survey Reports, Soil Investigation Reports etc.
• Scan and store the approved shop drawings in the database so that the project team can access.
• Keep current hard copies and file supersede version.
• Document distribution by Transmittal System as per Document distribution Matrix for Hard copy and Electronic Document Transfer.
• File all project documents: project wise, date wise, subject wise, sender wise with sequence.
• Maintain record and control the engineering library of relevant procedures, codes and standards, specifications and reference documents, contract documents, within the secure document control area.
• Maintains and controls filing system for Engineering, Construction documents, Requisitions, Purchase orders, Invoices, etc.
2003 July – 2004 December
SNC Lavalin International
Benghazi, Libya Africa
Position held: Document Controller Assistant
Project: Great Man Made River Project (GMMRA)
Client : Libyan Canadian Drilling Co. Ltd.
Duties and Responsibilities:
• Uploading and downloading all engineering related documents.
• Checking of Vendor Mails and Upload and Download Documents to server.
• Submission of Commented Drawings to Vendor.
• Using document numbering system for maintaining the documents.
• Manage site office: stationary, furniture, IT, etc.
• The drawings and technical data are issued to the site team for review and implementation, any revision to this is to be immediately intimated to the site team and the old records stored separately for future reference when issuing the latest data to the site team.
• Backup documents either electronically or through extra hardcopies of a document.
• Maintain central filing of all project documentation.
• Uploading all project related drawings recd from consultant and contractors and distributed to all concern people for review, inputs and approval.
2000 August – 2003 June
Worldwide Diagnostic Center Philippines
Manila, Philippines
Position held: Processing Officer
Client: Local Agencies for Overseas Filipino Workers Duties and Responsibilities:
• Prepare routine to complex medical reports,
correspondence
• Perform receptionist duties by welcoming guest and visitors
• Perform records management of a complex management system
• Safeguards the confidentiality of department information
• Prepare multi-copy forms, and related documents, and utilized word processing/personal computer equipment to input, revise, store and retrieve such document and medical results.
• Perform other essential duties and responsibilities as assigned by the immediate supervisor.
1999 July – 2000 July
INNODATA Co.
Makati City, Philippines
Position held: Software Programmer
Client: Industrial Companies and Businesses
Duties and Responsibilities:
• Perform systems analysis and programming tasks to maintain and control the use of computer systems
software as a systems programmer.
• Consult with and assist computer operators or system analysts to define and resolve problems in running computer programs.
• Assign, coordinate, and review work and activities of programming personnel.
• Train subordinates in programming and program coding. Brief summary of job responsibilities carried out
• Carry out data analysis and data cleansing as part of the new ERP system roll out. Provide support to manpower Planning Manager to carry out inventory manpower
activities in line with company targets and objectives. Page 4 of 4
Assist in resolving discrepancies, determining root causes and introducing corrective actions.
• Setup the document control system for industrial and petroleum projects with on computerized system.
Maintaining EPIC Project engineering documentation, tracking register for Engineering Drawings for Mechanical Civil Electrical Instrumentation and all related jobs. Managing, distributing and maintaining a meridian
document control between the Client, Sub Contractors, Designers and other Contract Stakeholders. Ensure at all times document control and registers are up to date including the issue of all new and changed drawings and specifications. Carry out any other duties appropriate to this role. Coordinate client visits including the provision of information, recording client details, chart retrieval / filing and achieving in accordance with office policies, standards and procedures.
• Administrative/Office Accounts & Project Procurement Scope. Develop and implement admin policies and
procedures and ISO processes and ensure office
procedures and systems operate efficiently. Monitor inventory and office stocks. Reporting in a timely and accurate manner on company procedures and
developments.
Academic Qualifications
Batangas State University
BS in Computer Science 1995-1999
STI College
Computer Programming in
Business System 1995-1997
Certificates and Trainings
• EAMS Training Support / Document Controller Online Application Work Flow
• Basic Safety Induction and Emergency Training
• Fire Safety and Basic fire fighting
• First Aid
• Minimum Industry Safety Training
• Introduction to the hazardous industrial environment
• Understanding the risk assessment process
• Working Safely including safety observation systems Areas of Expertise
• Office Procedures
• Data Management/Processing
• Customer Service
• Familiar in Windows OS / NT /troubleshooting
• Knowledgeable of EAMS, ERP, EDMS, ACONEX,
Oracle, MS Outlook, Power Point, MS Access, MS
Excel, MS Word, Cobol, Clipper, C Language, dbase
3+, Visual Basic, Sharepoint, spreadsheets, database, word processing, Acrobat.
• Proficient in MS Office
Accomplishment
• Improved office efficiency by avoiding previously haphazard filing system
• Saved money for the company by minimizing paper
wastages
• Implemented processes that save time or increase work productivity
Personal Abilities
• Attention to detail and accuracy
• Punctual and reliable
• Can work without supervision
• Ability to cope and work under pressure
• Good written and verbal communication skills
• Highly Organized and self-correspondent
• Able to work as part of a team
• Having a patient outlook
• Trustworthy and hardworking individual
• Ability to multi-task and manage conflicting demands
• Ability to prioritize tasks
References
Will be furnished upon request.
Contact Details
Name Emelchor Macayan
Present Address: Al Shaheen Compound, New Salata
Doha, Qatar
Mobile: 3339 6485 email: adjs8y@r.postjobfree.com Qatar Driving License : 279********
Contact this candidate