Arelene David

Document Controller

I had fully accustomed with all levels of works with 13+ years (GCC) of experience total of 23 Years in performing Sr. Document Controller, Technical Assistant, HR Admin, Project Coordinator, Secretarial works in Construction industry with high level of professional skills in records management using Electronic Data Management System (EDMS) i.e. PDMC/ PM+,ACONEX, PROLIANCE V5, EDMRS and PRIMAVERA 6 for records creation, records protection, matrix distribution, project information tracking & records archiving, and project DOCUMENT CONTROLLER CUM ADMIN ASSISTANT – CDM SMITH (PRESENT) Client: ASGHAL ( Project for P041 Design and Construction of Industrial and Mubaireek Interchanges

Present. Duties and Responsibilities are as follows

• Directly reporting to Senior Resident Engineer

• Monitors and update the daily logs of all Correspondence documents on the assigned project and audit everyday Document Controller task from logging, incoming/outgoing documents

• Ensure adherence to standards and procedures, in: scanning and uploading live documents and setting search attributes for each file to ensure ease of retrieval

• Ensuring bulk scanning processing and distributing documents to internal and external parties

• Register internal and external documents.

• Maintain document control registers/documents for incoming and outgoing project documents.

• Maintain documents for transmittal process for project documents.

• Manage electronic and hard copy filing of project related to technical documentation.

• Assure document quality to include completeness, accuracy and compliance with established procedures and updates.

• Filing and archiving of documentation to facilitate easy retrieval.

• Send Drawing transmittals and submittals.

• Integrate whole documents transmitted from other departments and centralize them through database system and work closely with IT team for day to day external/internal back-up data.

• Maintain the master list of all documents, records and ensure distribution.

• Drafting and finalizing outgoing correspondence

• Coordinate to Quality Department ensuring the Documents is distributed to correct department

• Document Control Management System using ACONEX in transmitting

• Document Control Management System using FCTS in transmitting documents to Client PWA.

DOCUMENT CONTROLLER CUM TECHNICAL ASSISTANT – QATAR KENTZ MEMBER OF SNC LAVALIN 2018-2020 CLIENT: MARAFEQ QATAR UNDER BY QATARI DIAR

(Project: EPC for Lusail Stadium for FIFA 2022 (DCP West 1) Education

Computer Secretarial

and Business

Management-1993,

International Electronics

and Technical Institute,

Inc., Manila Philippines

Registration/Affiliation

Years of Experience

13+years GCC

Nationality

Filipino

Arelene David-Curriculum Vitae

Present. Duties and Responsibilities are as follows

• Directly reporting to Engineering Manager to UAE as well as to Senior Construction Manager in Doha.

• Document Control Management System using PDMC in transmitting documents and information for internal and external use to meet the project requirements.

• Ensure adherence to standards and procedures, in:

• scanning and uploading live documents

• setting search attributes for each file to ensure ease of retrieval

• Ensuring bulk scanning processing

• Distributing documents to internal and external parties

• Oversees all updates to the program documents i.e. shop drawings, progress reports, approved changes, etc. that are being monitored, collected, stored, and disseminated through all concerned parties ensuring that everyone on the program is using the latest version of the documents and assures accessibility and proper storage.

• Collect and archive all documentation including confidential documents, and share / circulate on need basis

• Sending and receiving of drawings IOM, Transmittal/correspondence.

• Ensuring that the correspondence is acknowledged in case there is a dispute on whether the documents were transmitted. Expedite the responses to document

/drawing issues.

• Custodian for HSE documents that has must be controlled and kept for audit/internal requirements

• Liaise with client’s document control team to resolve issues.

• Drafting Internal MEMO

• Monitoring Driver’s activities

• Monitoring Office Supplies (Stationery) and kitchen supplies.

• Coordinate to IT’s for all trouble shooting in a Site Team

• Communication to HR regarding administrative issued (mobilization, demobilization and travel booking, leave)

• Performance of day-to-day administration and executive secretarial activities SENIOR DOCUMENT CONTROLLER CUM PROJECT COORDINATOR; QATAR PROJECT MANAGEMENT 2014-2018 Client: KATARA HOSPITALITY ( Project for Ritz Carlton Hotel & Sealine Beach Resort & SUPREME COMMITTEE & Delivery Legacy Q2022 Present. Her duties and Responsibilities are as follows:

• Directly reporting to the client and to the PM of QPM

• Manages and implements Document Control Management System using ACONEX in transmitting documents and information for internal and external use to meet the project requirements.

• Oversees all updates to the program documents i.e. shop drawings, progress reports, approved changes, etc. that are being monitored, collected, stored, and disseminated through all concerned parties ensuring that everyone on the program is using the latest version of the documents and assures accessibility and proper storage.

• Prepares and generates various document control reports as required

• Monitors and check promptness and approval of documents to ensure their timely turn over.

• Provides support to Document Control team to set work priorities

• In charge in preparation of monthly workload report and cover letters for submission to the client

Arelene David-Curriculum Vitae

• Prepares memos, correspondence and letters as required by the department head.

• Ensures all project documents comply with tracking requirements in accordance with the approved procedures.

• Performance of day-to-day administration and secretarial activities

• Correspondence and office administration activities as per instructions from the management

• Maintain confidentiality of all information accessed during performance of work

• Audit pack Review after each audit

• Prepare Certification Documents, obtain approval of clients on draft certificate and dispatch of certificates and documents.

• Maintain all hard copy documentation and ensure document control

• Maintain the master list of all documents, records and ensure distribution. LEAD DOCUMENT CONTROLLER CUM TM ASSISTANT FOR PM/CM LUSAIL PHASE 2 – NOV’12 TO JAN’14; Client; LUSAL DEVELOPMENT for Phase 2 PM/CM and PARSONS INTERNATIONAL LIMITED EXECUTIVE SECRETARY Projects:Education City – Qatar Foundation – OXYGEN PARK

Her duties and Responsibilities are as follows:

• Directly reporting to all business line managers on project management.

• Acts as Office administrator cum Document Control Manager for the project by managing and providing services in records management using ACONEX electronic records management system for records creation and records archiving systems

• Records and maintains project files and records, evaluation and reports, shop drawings, progress reports, approved changes, etc. but also coding the files to ensure proper tracking of documents.

• Helps develops operational responsibilities, strategies and policies for Document Control Team for maintaining, utilizing and protection of project documents and information

• Monitors and update the daily logs of all Correspondence documents on the assigned project and audit everyday Document Controller task from logging, incoming/outgoing documents to PARSHARE upload and consult to RE and Document Control Manager to solve the issue

• Coordinates with the Executive Assistant and assists the team for their administrative issues.

• Prepares correspondence that needs to be transmitted to the Client or to the Contractor.

• Coordinates with project team admin team for any correspondence /letter for follow up and ensure timely submission of documents to the client.

• Prepares outstanding logs and weekly and monthly reports for the project

• Monitors and prepares attendance register and performs other task related to the timekeeping procedures.

• Monitors Supplies and coordinate procurement to the Contractor.

• Prepares and facilitates meeting of project teams with all stakeholders.

• Maintains Contact Details related to the project and Incoming and Outgoing (copy only) files

• Other official matters related to SRE such as but not limited to the following:

• Preparation of OER (Online Expense Report)

• Preparation of OCR (Online Check Report)

• Performs all related duties as assigned.

Arelene David-Curriculum Vitae

PROJECTS:

Lusail City Phase 2

Her duties and Responsibilities are as follows:

• Directly reporting to Document Controller Manager as well as to Project Director

• Implements project wide records management system using ACONEX for data creation and archiving of project documents and information e.g. drawings, design reviews, technical tender evaluation, tender bulletins, progress reports, authority approvals, workflows, RFI’s, material specification’s and approvals, etc. to ensure proper use, protection and distribution of project documents

• Monitors adherence to approved procedures and ensures that direct reports are in compliance with the project standards.

• Performs quality checks on pre-established document control requirements which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) periodically throughout the duration of the project.

• Supports the receipt, tracking, and monitoring of documents through the use of standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required.

• Provides support for Document Control Team in developing operational records management manuals, strategies and policies for maintaining, utilizing and protection of project documents and information

• Performs HR administrative tasks and coordinate with project team for client approval for mobilization and demobilization of project staff. As Talent Management Assistant

• Formatting candidates’ CV’s for client submission

• Preparing Report for Recruitment Plan By Daily, Weekly And Monthly – LUSAIL PHASE

-2

• Coordinate with TM Director’s, Senior Recruiter’s for Staffing

• Drafting correspondence for submission

• Updated organization Chart using Vision by weekly submittals.

• Preparing logistics for candidates

DOCUMENT CONTROLLER ASSOCIATE 2008 - 2012 TANWEEN WLL DOHA QATAR Client: Barwa and First Investors Project; Barwa Commercial, Barwa Bank, Barwa City, Barwa Messilah

Present. Duties and Responsibilities are as follows

• Lead and manage a team of document controllers Implementation and maintenance of the document control system

• Supervises and oversees a team of Document Controllers with eight (8) members

• Develops and maintains document controls system and reporting standards and procedures

• Manages and controls distribution of drawings, specification, design records, standards, procedures, correspondence, minutes of meetings and supplier documents, etc.

• Document registration, control issue, copying, distribution and transmittal for all incoming and outgoing documents to and from client/consultant/main contractor and sub-contractors in accordance with the Document Distribution Matrix. Ensure that the latest revision the latest version of project documents are available across the board and ensures accessibility and proper storage and protection of information Arelene David-Curriculum Vitae

• Records, updates and follow-ups submissions and delays of technical specifications accordingly. Secure the registration, storage and retrieval for the drawings/correspondence. Ensure changes are reflected in all the controlled documents.

• Sending and receiving of drawings IOM, Transmittal/correspondence.

• Ensuring that the correspondence is acknowledged in case there is a dispute on whether the documents were transmitted. Expedite the responses to document

/drawing issues.

• Liaise with client’s document control team to resolve issues.

• Circulate of all the Incoming and outgoing correspondence documents.

• Coordinate with Development Directors, IT for Upcoming Project.

• Using Primavera 6 for system logging and uploading thru ACONEX As Technical Assistant:

• Arranging meeting with the Program Director, Telephone calls, Interviews

• Follow –up to team members Schedule and meetings, etc.

• Drafting letters and IOM

• Keeps an organized record at all times

• Perform other functions as may be assigned to me

• Performs a variety of administrative and executive support tasks that are highly confidential and sensitive.

• Establishes and maintains various filing and records management systems.

• Researches, compiles, assimilate, and prepare confidential and sensitive documents, and brief the manager regarding content.

• Acts as liaison between the managers, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.

• Produces a variety of documents, charts, and graphs in final form.

• Updates the manager on status of issues before scheduled meetings.

• Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.

• Compiles and maintains records, statistical information, and reports.

• Performs related work as assigned.

ADMIN / SECRETARY CUM DOCUMENT CONTROLLER PARSONS INTERNATIONAL LIMITED DOHA QATAR ADMIN / SECRETARY CUM DOCUMENTCONTROLLER - 2006 – 2008; Project; NDIA Hamad International Airport and Road Bridges for Salwa Road Present. Duties and Responsibilities are as follows

• Maintains records and data management of vendors list and people soft (File 201) using MS Excel as well updates and tracking of RP application and renewal of Resident Permits (RP), Business/Visitors Visa, Driving Licenses & Exit Permits

• Handles and maintains accounting records Petty Cash

• Handles administrative and HR works; responsible for the management of the general office and reception areas; and manages correspondence, queries, letters and other business correspondence

• Provide professional document controlduties applying diversified knowledge and experience of document control and filingpractices to support construction projects.

• Organize and file current document backlog from project job packages per the company’s current filing process.

• Assist team in scanning, organizing, and indexing critical documentation.

• Responsible to process all submittals and input into the system. Arelene David-Curriculum Vitae

• Maintain updated submittal log, monitor the submittal schedule and status

• Coordinates Abu Dhabi HQ related to Mobilization and Demobilization of the employees and project staff

• Maintaining proper documents controlling on the database system using MS Access for all regional project staffing

• Records and handles travels, hotel & visa arrangements

• Prepares and submits project invoices for payment through Online Expense Reimbursement (EOR)

• Preparing Invoices submitted to the client

• Receiving incoming transmittal, letters, memo

• Assists in on boarding training for New Hires and provides support for their web time through Parsons Web (PWeb), OER reports and online cheque requests

• Formatting the CV’s of the candidates for submission to the client

• Manages and monitors fleet management records (vehicle leases/rentals) & housing/accommodation arrangements

ACE GLOBAL MANAGEMENT SHARJAH, UAE SECRETARY CUM ACCOUNTING CLERK YEAR 2005-2006 Auditing firm for small company

Present. Duties and Responsibilities are as follows

• Encoding Cash Memo, Invoices etc.

• Preparation of purchase documents, binding & systematic filing

• Interaction with clients, principals and other parties as directed by the boss

• Attending the telephone calls

• Coordination with all team members

• Send and receive fax messages

• Maintaining the filing and data system

ADMIN/SECRETARY NEW SHELTER OF SHALIMAR MANILA PHILIPPINES 1998- 2005; Client: PHILOMINA Real Estate for Low Cost Housing Present. Duties and Responsibilities are as follows

• Mainly implementing and maintaining the filing system

• Attending the telephone calls

• Coordination with all team members

• Routine office duties

• Coordinates work flow

• Arranges essential mails in priority action order for the boss

• Routes calls elsewhere as needed

• Handles all inquiries within my capacity

• Keeps meeting & collection on schedule

PROCESSOR OF PAYABLES/ACCOUNTING CLERK 1994 - 1997 CONFED PROPERTIES, INCORPORATION MANILA PHILIPPINES ;Owner Developer for Low Cost Housing Present. Duties and Responsibilities are as follows

• Data Entry, validation & updating of the inventory

• Checking/Auditing sales report

• Data entry, preparing statement of accounts and sales reports

• Overdue follow up and debts collection from the Debtors Arelene David-Curriculum Vitae

• Prepare weekly billings to the supplier

• Prepare daily &weekly reports of payables

• Petty cash handling

• Attending telephone calls

• Maintaining the filing system

• Prepared for yearly SGV audit

Secretary at CBM INTERNATIONAL MANPOWER SVCS MANILA, PHILIPPINES 1993- 1994 Travel Agency for OFW for Saudi and Kuwait

Present. Her duties and Responsibilities are as follows:

• Accepts the Applicants CV’s assists them to the interviewer

• Facilitates submission of applicant’s passport to Saudi Embassy

• Books and follow through with the travel Agency for applicant’s flight details

• Performs clerical tasks such as faxes, phone calls and mailing

• Manages the company’s lobby area

• Greets and direct all visitors, clients, job candidates & customers.

• Provides back-up as needed

• Prepares expense report tools for the boss

• Keeps organized records at all times

• Perform other functions as may be assigned to me. Computer/Software Skills

• Project Document Management Control /PM+ Training – Jan 2018

• Aconex Training – November 2012

• Primavera 6 Training – 2010

• MS Office

• Excel

• Powerpoint

• Ms Word

• Visio

• Powerpoint

Languages

• English

• Tagalog

• Bisaya

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