Document Controller Secretary

Executive Secretary / Senior Document Controller

RAKESH ARORA,

Tel. No. 00971(50) 764 9655 / Tel. No. 00971(50) 409 6565

E-mail: ******@*****.** / ***********@*****.***

Professional Experience:

Total 25 years’ UAE experience (working in UAE since September 1996). 12 years’ experience in Oil and Gas Projects (ADNOC/TAKREER Projects}; in the field of Document Controlling / Secretary and having experience in operating 8 different EDMS software. 3.5 years’ experience in operating E-DOC, E-Correspondence and AFU from ADNOC Refinery Office (SKEC2). 6 years’ experience in operating Aconex software as Administrator and 3.5 years’ experience in operating Webtop. I always try to make my work easy and faster.

I am having very good experience in handling all the Technical, Subcontractor and Vendor documents and to assign the document number for them. In my previous project, I have handled more than 20000 transmittals and 13000 letters. I can simply understand that whom should I distribute the document as per discipline. I am having self-correspondence ability. I am self-motivated and I take initiative. I am able to take the note of the meeting and to prepare the Minutes of Meeting. I am capable to work individually and as a team member.

I have worked in several projects from the very first day to the hand-over of the project, hence I know how to set-up the filing and document control system and to handover the Project to the Client. As a Senior Document Controller, it is my responsibility to take care / save all documents and to provide/distribute to the Team and to provide the list / summary of the documents / letters to the Team.

I am having 6 years’ experience as Aconex Administrator and know how to use Aconex at its best way. Being a Senior Document Controller and Aconex Administrator; I used to conduct Aconex training and to create Aconex Account for the staff, Subcontractors, Consultants and Suppliers etc. I used to update metadata, forms and signature in Aconex and used to export the documents / mail from Aconex to MS Excel (to prepare the report). You can expect anything from me regarding Aconex and in relation with the Document Controlling work. I am able to establish the Filing System from my own way or as per the Company/Project Quality Plan. I make sure to keep the transparency as well as the confidentiality of the documents (as per the Company’s policy). I have even worked as Document Control Manager for one of my previous projects (MASDAR Pile Caps and Foundation Works, Masdar City, Abu Dhabi), where I supervised 3 Document Controllers.

I am having very good experience in preparing the drawing and document register through Aconex (by exporting the documents in excel sheet) I am very good in multiple files uploading and downloading. Apart from operating Aconex, I have very good experience in operating Claromentis, Build-online, Primavera Contract Management, Project Wise and Focus, AFU, E-DOC, E-Correspondence. I am also having very good knowledge to utilize the Professional Acrobat. While working on Sheikh Zayed Desert Learning Centre Project, Ed. Zublin AG awarded with (ISO 9001:2008) and I was appreciated by the QHSE Management (Middle East) for my effort / co-operation to achieve this award for the company.

PLEASE NOTE THAT I AM ABLE TO WORK AS A DOUMENT CONTROL MANAGER / SENIOR DOCUMENT CONTROLLER / EXECUTIVE SECRETARY / ADMINISTRATOR / ASSISTANT PLANNER.

PROJECT EXECUTED

Project Name IMPROVEMENT OF MUSSAFAH TERMINAL & FIREFIGHTING FACILITIES (IMTFF) - PROJECT NO. 6607 AGREEMENT NO. 16-6607-E-1.

MUSSAFAH, ABU DHABI

Employer / Client As per the EPC Agreement between Client and Contractor; I am under the sponsorship of Contractor (TATA Projects Limited) but working for M/s ADNOC Refining / M/s Mott McDonald as a Company’s Document Controller from Projects Division (Sheikh Khalifa Energy Complex Tower No. 2).

Duration & Position June 2018 to Till Date:

SENIOR DOCUMENT CONTROLLER

Responsibilities To prepare the E-correspondence Memo and route to the concerned persons / department and to follow-up for the final approval. To prepare response of the transmittal / document to the Contractor, as per the comments received from the Engineer and to distribute to the Contractor and Project’s Team. To prepare the Manpower Mobilization Request for PMC’s staff and to follow-up until it is approved. To check the AFU for IMTFF Project and print and get the distribution remarks from Project Manager / Project Coordinator and to distribute and follow-up with the concerned persons/department. To submit the Letter of Assistance (LOA), Custom Release Note (CRN) to ADMIN of Projects Division and follow-up. To update the Transmittal Log, Correspondence log, EDDR, Document Distribution Matrix, RFI and NCR Log. To receive documents and letters from the Contractor and to update in the Log and distribute to the concerned Departments / Engineers of ADNOC / PMC as per the Document Distribution Matrix. To distribute the correspondence and transmittal log to the concerned Engineers for the opened documents/letter and to follow-up to get the response from them (so that there should not be any pending / overdue document with the Engineer). To prepare the letter / facsimile message and to send to COMPANY, CONTRACTOR and PMA/Third Parties. To follow-up with the Contractor for the documents / letters for which there is a delay in reply from the Contractor. To make sure that each and every document is available as a hard copy as well as electronic Copy in the server. To submit the request for Permanent Gate Pass and Renewal of Security Gate Pass to enter in ADNOC premises. Apart from the above-mentioned responsibilities, all other duties are same as I used to do for NORM Handling Treatment & Disposal Project at BeAAT, Ruwais.

Project Name NORM Handling Treatment & Disposal Project at BeAAT

Project Management Consultancy (PMC) Services

TAKREER Project No. 5640 / Agreement No. 11-5640-E1

Ruwais

Employer / Client I was under the sponsorship of Contractor (M/s Intecsa Industrial) but worked for M/s TAKREER and M/s Tebodin / Bilfinger

Duration & Position 19 April 2015 to 31 May 2018:

COMPANY’s Senior Site Document

Responsibilities To receive the documents from the Contractor as a hard copy / webtop link and to update and distribute the Engineering, Vendor and Subcontractor’s documents to the concerned staff / parties. To update the status of the documents such as latest revision or superseded. To notify the staff and to archive the document, which has superseded and to get back the superseded documents from the staff so that everyone should have the latest revision of the document.

To update Document, Drawings, RFI, letter and NCR Register and all other registers / log and to circulate to the concerned staff.

To prepare the letters as a reply of all the Engineering, Subcontractor and Vendor Documents and to submit to the Contractor and distribute to the concerned staff / parties. To prepare the report for the overdue / outstanding letters and document and to notify to the staff.

To make sure that each and every document and letter is available in Webtop, Server and as a hard copy for easy access. I am able to prepare the report in excel, Access and Pivot Table format.

Project Name Takreer Non-Process Building Refinery Project (EPC6), Ruwais

Employer / Client Ed. Zublin AG / M/s TAKREER

Duration & Position 21 June 2010 to 15th April 2015:

Senior Document Controller for Takreer Non-Process Buildings, Ruwais (EPC6).

Responsibilities To submit the Engineering documents to the Consultant and Client.

To update the Transmittal Log, Correspondence Log, RFI, NCR Log and EDDR Register. To Upload and download all the documents and drawings in / from Aconex.

To make sure that each and every document / drawing is available in Aconex and as a hard copy for easy access.

To prepare and update the letter register and to notify the concerned persons.

Duration & Position JANUARY 2010 TO 20 JUNE 2010

Document Controller for Sheikh Zayed Desert Learning Centre

Project, Al Ain (U.A.E.)

Responsibilities To update and download all the documents and drawings from / to Aconex and to prepare and update the document register and to distribute the latest drawings to all the Engineers, Architect, Surveyors etc. and to notify to Zublin’s staff about all these drawings and documents. To make sure that everyone should have the latest revision (drawing and document).

To make sure that each and every documents / drawings should be available in Aconex so that every person can access them at any time and from anywhere (through Aconex).

All other duties and responsibilities are same as my previous project (MIST 1B Pile Caps and Foundation Works, Masdar Institute).

Duration & Position April 2009 to Dec. 2009 Worked as a Document Control

Manager with Ed. Zublin AG on MIST 1B Project, Abu Dhabi:

EDMS Software Zublin (Contractor), RW Armstrong and Parsons Brinckerhoff (Consultant) and Masdar Institute (Client) were using Primavera Contract Management (PCM) and ProjectWise Software for this project. It was a fast moving project of 9 months, where Zublin did the Pile Caps and Foundation Works for Masdar.

Project Name MIST 1B Pile Caps and Foundation Works

Duration & Position July 2008 to March 2009

Worked as a Document Controller with ED Zublin AG, Abu Dhabi for Khalifa Bin Zayed National Stadium Project, Abu Dhabi (U.A.E

Employer / Client M/s Mubadala Development Company PJSC

Work Assignments / Job Description:

Responsible for receiving and dispatching all the incoming and outgoing documents / drawings. I used to keep these documents and drawings as a hard and soft copy in the specific place. I update the log for all the incoming and outgoing documents and attach the soft copy of these documents as a hyperlink. After stamping the circulation stamp for all the documents / drawings (incoming and outgoing), I forward them to Project Directors and to the concerned persons. I Follow the instructions of Project Directors for these documents / drawings and put them in circulation folder for all other managers. I upload the registers in Claromentis for the information of Zublin’s Staff, Client and Consultants, etc.:

Duration & Position: September 1996 to June 2008

M/S MACE CONTRACTORS COMPANY, Abu Dhabi, U.A.E.

DOCUMENT CONTROLLER / SECRETARY / PLANNER

Work Assignments:

From 5th September 1996 to June 2008; I worked in four different offices with MACE Contractors Company and having vast experience to work in Head Office as well as Site Offices (PGD-O&M-103, Contract O-1203, PGD-205 and Lagoon Hotel and Offices – Packages 6 – Diversion of Existing Sewerage Lines).

A. Branch Office (MIDFA MACE Co. Dubai) - from Sep. 1996 to May, 2002).

B. Head Office (MACE Contractors Company), Abu Dhabi - from June 2002 to October 2006.

C.Site Office (PGD-O&M-103) from October 2006 to December 2007.

Worked as an Assistant Planner from April 2007 to July 2007. I worked as a Planner, Document Controller cum Secretary. I used to prepare the daily schedule for Soft Landscape, Irrigation, Hard Landscape (Civil and Electromechanical Works), Storm Water, and Irrigation Mainlines and for the Pest Control Activities.

I used to prepare daily schedule and then Daily Report (upon receiving the comments from Consultant; M/s Hyder's comments on our Daily Schedule).

I also used to prepare Monthly Schedule and Monthly report for all the works. I am able to prepare these schedules in PRIMAVERA.

Other Duties and Responsibilities on Contract PGD-O&M-103:

To receive and dispatch all incoming and outgoing document and to file them as a soft and hard copies.

To forward all the documents to the concerned people and get their acknowledgement.

To control more than 200 box files.

To keep the record of every incoming and outgoing document and able to produce to the Manager whenever he asks for it.

To arrange meetings for the Contract and Project Manager.

To prepare letters / Notice of Intents (self-correspondence ability) and arrange to send them to concerned parties.

To prepare credit application forms and Local Purchase Order for various suppliers.

To prepare Work Order / Request for Inspection.

To prepare and update Organization Chart.

To update database of Company's key personnel, suppliers, subcontractors, Client, Consultant, PGD / Municipality.

To keep the records of all manpower and equipment.

To keep the records of stationeries and prepare the requisition.

To keep the records of various companies' documents such as Trade License, Chamber of commerce, Technical Specifications, Company's profile etc.

To keep all forms such as Passport Withdrawal Form, Labour Transfer Form, Plant / Equipment Transfer Form, Requisition Form, Leave Application Form, Material issue form, Incident / Accident Report Form etc.

To prepare log book of office employees with their signature for arrival and departure time.

To prepare the day book and secure signatures of the key personnel so that they will be aware with the daily activities in the office.

To keep track of acknowledgement of all the outgoing letters / correspondence from the concerned parties / employees so that no one can deny that he has not received the letter.

To issue Internal Memos as per the instructions of General Manager / Contract Manager.

To attend office meetings and keep a record of the minutes of those meetings.

To keep records of the minutes of meeting with Clients / Consultant and remind to the Managers about the forthcoming meetings.

To prepare of Roster for the Manpower Distribution and keep checking through their Foreman whether the Site Staff is working fully present or not.

D.Site Office (Contract O-1203, PGD-205 & The Lagoon Hotel & Offices)

From January 2008 to June 2008-Worked as an Executive Secretary / Document Controller. I used to work for 3 different projects (Contract O-1203 - Abu Dhabi Island Sewerage Collection System - Operation and Maintenance Contract, PGD-205 and Lagoon Hotel & Offices, Package 6 – Diversion of Existing Services).

Duties and Responsibilities on Contract O-1203 (In addition to the responsibilities of Contract PGD-103):

To control and manage to circulate the documents and drawings to the Project Manager and to the concerned person and arrange the document properly so that I can produce them whenever it is required.

To prepare the Roster [to depute the workers on difference job location, as there were three shifts on this contract (24 hours open)] and make sure that all the employees should get equal overtime.

To monitor the Telephone Operators of the Call Centre. We had a Call Centre (24 hours open) for any emergency or normal blockage work.

To update the records of all the vehicles of this contract.

To update the records of all the residents of Labour and Staff Camp

To arrange meetings for the Projects Manager.

Duration & Position July 1995 to August 1996

Worked as a Project Secretary in MHOW, Dist. Indore, MP (India)

Employer / Client M/s Maini Transport and Construction Co.

Work Assignments / Job Description:

Responsible for preparation/issuing and receiving all the letters, faxes etc. and keeping their record apart from all other secretarial works.

SKILLS

Knowledge in the following Computer Applications / software for EDMS:

a.Microsoft Word

b.Microsoft Excel (good experience of all the formulas / tools / functions; such as Pivot Table, VLOOKUP, Advance Filter etc.); required for Document Controlling / Reporting.

c.Microsoft Access

d.Microsoft Power Point

e.Internet

f.Aconex

g.Webtop

h.PRIMAVERA Level 1 and Level 2

i.Maximo

j.E-DOC (ADNOC Refining – SKEC2)

k.E-Correspondence (ADNOC Refining – SKEC2)

l.AFU

m.Claromentis (Software for Documentation)

n.Build online (Software for Documentation)

o.Project Contract Management (PCM) and Project Wise (Software for Documentation).

p.Having practical knowledge of using FOCUS Software for the inventory and creating LPOs, Requisition, and Stock Issue Voucher etc.

q.I completed a course for the document controlling from TIMEX Institute, Abu Dhabi.

r.Having very good knowledge to utilize the Professional Acrobat

s.Proficiency in typing using manual & electronic typewriter

PERSONAL DATA

Date of Birth October 24, 1968

Language Known English, Hindi, Panjabi & little Arabic

EDUCATIONAL QUALIFICATION: Bachelor of Science {passed in 1990 (attested degree available)}

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