Document Control Specialist

Summary:

** ***** ********** ** *** Energy / Petroleum / Oil and Gas Industries including Document Control / Contract Administration / Project Administrative Assistant / Procurement / Project Controls / Quality Control. Strong knowledge of Document Control fundamentals and Software Documentation. Detail oriented with excellent verbal and written communication skills. Highly motivated individual with the ability to work in a team environment or work independently. TWIC card holder. Both Engineering office and Field office experience.

Proficient in Microsoft Word, Excel, PowerPoint, Access, Outlook, and Adobe Acrobat.

Created, and Implemented Document Control processes and procedures

Electronic Document Management System (EDMS)

SAP

SharePoint

FusionLive

ProjectWise

ProjectTools

Fusion

McLaren

Bentley

Documentum

eDocs

Sharefile

eRoom

Coreworx

Citadon

Newforma

Organice

FTP sites

Microsoft Project

Professional Experience:

CH-IV INTERNATIONAL - LNG ENGINEERING AND CONSULTING FIRM Nov 2020 – Present

Document Control Specialist / Information Management Consultant

Issued and received project documentation via transmittal, routed incoming documents for internal comments prior to returning to the Client or Vendors. Uploaded all project documentation into CH-IV’s EDMS system – FusionLive. Uploaded and Downloaded documentation via the Client’s SharePoint. Developed standard project folder structure, Document Control procedures and forms. Provide Weekly Reports to the team on current document status within the review cycle. Format documents utilizing Word’s styles to populate the table of contents. Assisted with various Administrative tasks including formatting, meeting minutes, scheduling, processing invoices, and ordering supplies.

OCCIDENTAL PETROLEUM (OXY) Oct 2018 – March 2020

Document Management / Information Management – Permian EOR Business Unit (Contract)

Developed processes and procedures for the filing of existing documentation and on new projects going forward. Developed Contractor Document Requirement Procedures, forms and templates.

Interfaced with engineering contractors on Oxy document control requirements, document numbering, end of project turnover procedure and provided training as required.

Primary role was to migrate the business unit’s asset documentation into an EDMS program called McLaren and SharePoint. All technical documentation was sorted, logged, and filed electronically by Lease, Asset, Facility Type, Facility Name, Discipline, and Document Type. Equipment files were sorted, logged, and filed electronically by Lease, Asset, Facility Name, Primary Equipment Class, Tag Number, and Document Type. Bulk import loaders were utilized in the migration efforts.

Implemented a standard folder structure for all new projects, and worked with Facility Engineers to file their existing facility documentation into this folder structure.

Prepared and presented several presentations on the benefits of using an EDMS system and utilizing a standardized filing system. Also prepared and presented presentations on the current challenges faced in regard to accurate documentation ie: missing or inaccurate documents, documents filed in numerous locations and not available in a single document repository, documents being lost, no master document register, combined pdf’s instead of individual files.

Served as the point of contact for providing access and training of McLaren, SharePoint Teamsite, and Web Viewer.

TRANSCANADA (TC ENERGY) 2017 – 2018

Document Control Project Lead – Mountaineer Express Project (Contract)

Mountaineer Express Project is a Natural Gas pipeline project with four new compressor stations, and five brownfield stations, and eight pipeline spreads.

Prepared Document Control procedures, processes, presentations, and training material.

Wrote Document Numbering and File Naming Procedure.

Trained and supported internal staff, project managers, and construction contractors on the document control process and requirements.

Conducted document control training sessions with field staff, and contractors.

Routinely participated in meetings and discussions pertaining to the continued improvement and development of the Document Control / Information Management department tools and processes.

Worked closely with the Supply Chain and Contract Management departments to provide support to all contractors, including construction contractors, survey contractors, NDE Contractors, and environments and non-environmental permitting contractors.

Numbered both internal documents and contractor documents, prepared transmittals, uploaded transmittals into SharePoint, sent notification emails.

Loaded all project documentation into the project SharePoint site and entered all applicable metadata fields in order to assist in search and reporting capabilities.

Ran reports in order to expedite document review and approvals within the contract agreed timeline.

Perform Document Control responsibilities in accordance with Company and Project procedures to help ensure the success of controlled documentation on the project.

Performed Quality checks on all drawings and documents prior to issue for correct templates and formatting and ensured that the document control criteria are met.

Receive, record, and route contractor documents for internal review, apply applicable return status stamp and issue documents back to contractor.

Ensure that all documents were posted to the project SharePoint site.

Issued and maintained Environmental Permits, and Land Permits.

GULF INTERSTATE ENGINEERING 2016 – 2017

Document Control / Contract Administrator – Sabal Trail Transmission Project

Sabal Trail Transmission project was an 865 mile Natural Gas pipeline project with several compressor stations, regulator stations.

Perform Document Control responsibilities in accordance with Company and Project procedures to help ensure the success of controlled documentation on the project.

Performed Quality checks on all drawings and documents prior to issue for correct templates and formatting and ensured that the document control criteria is met. Receive, record, and route vendor data and drawings.

Managed and stored all Project documentation (technical, non-technical) and corresponding metadata in the Electronic Document Management System (EDMS).

Ensure that all documents were posted to the project SharePoint site.

Issued and controlled all Welding Procedures Manuals, Environmental Permit Books, and Non-Environmental Permit Books to Inspection and Environmental staff.

Evaluate documentation for records retention process, and manage the disposal of these documents according to the company’s record retention policy.

Maintain records generated by field activities which document construction, operations, maintenance, and IMP related activities necessary for compliance with DOT and PHMSA pipeline regulations and safeguard against claims.

Ensured that confidential documents were controlled and distributed to only those who needed the information.

performed close-out activities for all project documentation.

Contract Administrator responsibilities include: Facilitating Subcontractor meetings and prepare meeting minutes. Change order preparation and submittal. Oversee contract compliance. Managed the day to day coordination of Subcontractors work. Maintained Change Order Log consisting of all original contract value and any additional change orders. Facilitated the review, approval, and submittals of Subcontractor's invoices, including thorough checks for compliance with scope of work and change orders. Generated and tracked the invoice amounts against the original contract value (created Payment Certificates for cost control purposes). Coordinated closeout process.

UNIVERSALPEGASUS INTERNATIONAL 2012 – 2016

Document Control Lead – Numerous Facilities and Pipeline Projects – Major Capital Projects

Perform Document Control responsibilities in accordance with Company procedures; provide support to Project Team members; and to help ensure the success of controlled documentation on Projects.

Responsible for all communication between client and contractors regarding Information Management, Document Control issues or inquiries.

Responsible for issuing, logging, filing, tracking the status of all project related documents and deliverables including drawings, reports, procedures, specifications, and data sheets.

Create transmittals for all outgoing drawings and documents.

Performed Quality checks on all drawings and documents prior to issue for correct templates and formatting.

Receive, record, and route vendor data and drawings.

Managed and stored all Project documentation (technical, non-technical) and corresponding metadata in the Electronic Document Management System (EDMS).

Received and processed Incoming Transmittals from Client/Vendors then routed to the Team using a Controlled Workflow of the Document Distribution Matrix and the Document Approval Matrix.

Generated project document numbers per the company’s Master File Index.

Followed established Company Procedures (SOP) and ISO standards to protect the integrity and authenticity of documentation records and process handling.

Maintained registers throughout the duration of the project, utilizing the available reporting tools within the EDMS for multiple registers to include but not limited to the Master Document Register, Drawing Register, Transmittal Register, Vendor Document Register, and Survey Documents/Drawing Registers.

Prepared Project Data Books at project close-out. Performed electronic document hand-over at project close-out.

Participated in both Internal and External project Quality Audits to ensure proper QA/QC and DC procedures were being followed and accurate records kept.

Worked closely with the Quality Control department by participating in meetings and discussions pertaining to the continued improvement and development of the Document Control department tools, processes, and procedures.

FOSTER WHEELER UPSTREAM 2009 – 2012

Document Control Manager – Numerous Offshore Facilities and Deepwater Pipeline Projects, Midstream Onshore Gas Storage Projects

Acted as both a Department Manager and Project Lead in Document Control.

Wrote Document Control department Procedures, Work Instructions, Training Material, and created forms.

Played an instrumental role in the company obtaining ISO 9001 certification.

Provided Document Control mentoring, training, and supervision to lower level Document Controllers. Audited the work of my team members to ensure they followed the defined Company Procedures and Processes, and monitored for complete accuracy.

Supervised daily assignments of Document Controllers to include special assignments when necessary.

Designed and implemented the process and procedures for using an Electronic Document Management System (EDMS).

Created/Maintained project Master File Index, Corporate File Index, Master Deliverable Registers, and Distribution Matrixes.

Implemented process, and work flows in order for staff to be able to conduct quality checks on documents electronically.

Coordinated all efforts between Clients, Engineering, Sub-contractors, Vendors, upper management and Document Controllers.

Contract Administrator – Responsible for handling all contract documents, invoices, change orders, CTR’s and proposals.

Responsible for issuing, logging, filing, tracking the status of all project related documents and deliverables including drawings, reports, procedures, specifications, data sheets, and change orders. Performed non-technical quality checks before issuing documents. Created transmittals for all outgoing drawings and documents.

Receive, record, and distribute vendor data and drawings.

WORLEYPARSONS 2009

Document Control Specialist – Sakhalin Island Project

Responsible for issuing (both internal and external), logging, filing (both electronically and hard copies), tracking the status of all project related documents and deliverables including drawings, reports, procedures, specifications, data sheets, and change orders.

Created/Maintained Master Deliverables Registers.

Expediting the review / Squad Checking process. Performing non-technical quality checks before issuing documents. Created transmittals for all outgoing drawings and documents.

Assisted in the development of Document Control Procedures and forms.

Received, recorded, and distributed vendor data and drawings.

Issued weekly status reports to engineering personnel.

Train lower level Document Controllers.

Loaded deliverables on Company intranet site.

INTECSEA ENGINEERING, INC. 2001 – 2009

Senior Document Control / Senior Project Administrator

Assisted in the development of Document Control Procedures and Forms.

Created document numbering systems, and distribution matrixes for various projects.

Responsible for issuing (both internal and external), logging, filing (both electronically and hard copies), tracking the status of all project related documents and deliverables including drawings, reports, procedures, specifications, data sheets, and change orders.

Created transmittals for all outgoing drawings and documents.

Received, recorded, and distributed vendor data and drawings.

Issued weekly status reports to engineering personnel.

Responsible for preparing/handling of contracts, invoices, CTR’s, change orders, proposals, manhour reports, travel arrangements, presentations, and conference room reservations.

Coordinate weekly meetings, and issue meeting minutes. Assist in preparing weekly and monthly progress reports for the client.

Responsible for formatting and preparation of all project related documents; including project execution plans (PEP), client correspondence, vendor correspondence, technical reports, procedures, specifications, data sheets, meeting agendas, minutes of meetings, organization charts, fabrication yard technical queries (TQ’s), transmittals, and e-mails.

Mobilized and de-mobilized project personnel.

Duties included general secretarial functions such as formatting, typing, scanning, faxing, distribution, and maintaining project files (electronically and hard copies) and logs.

PETROCON ENGINEERING, INC. 1997 – 2001

Document Control / Project Administrator / Procurement Administrator

As Document Control Coordinator I was responsible for issuing, logging, filing (both electronically and hard copies), tracking the status of all project related documents and deliverables including drawings, reports, procedures, specifications, data sheets, and change orders. Created transmittals for all outgoing drawings and documents. Received, recorded, and distributed vendor data and drawings. Maintained project drawing stick files. Issued weekly status reports to engineering personnel.

As Project Administrator I was responsible for preparation and implementation of all project related documents; including correspondence, contracts, invoices, change orders, reports, procedures, specifications, data sheets, meeting agendas, minutes of meetings, organization charts, request for information (RFI’s), e-mail, and faxes. Duties included general secretarial functions such as formatting, typing, faxing, maintaining all project files, and ordering office supplies.

As Procurement Administrator I worked closely with the Procurement Manager in preparing and submitting all vendor correspondence and documentation; including material requisitions, request for quotes, invitation to tender packages, bid evaluations, purchase orders, bid lists, vendor surveys, and subcontractor qualifications.

S & B ENGINEERS AND CONSTRUCTORS, LTD. 1995-1996

Engineering Administrative Assistant / Document Control

LYONDELL/CITGO REFINERY – Engineering Administrative Assistant: Duties included typing, copying, document distribution, faxing, and email. Handled confidential documents such as contract amendments, project controls documents, invoices, change orders. Ordered, received, and inventoried office materials. Maintained vacation calendar. Responsible for recording and filing of all company, client, vendor and subcontractor documents. Assisted safety department and worked closely with the project manager and project engineer. Interfaced with client representatives daily.

Document Control: Performed document control functions such as issuing, logging, tracking status, distributing, and filing of project deliverables, including drawings, reports, specifications, procedures, request for information (RFI’s), vendor data and other project related materials. Updated project drawing stick files. Reproduced drawings on blueline machine.

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