Vimal Suresh Babu

Document Controller

PROFILE

An administration professional

with 9+ years of exceptional track

record in handling document

control, office administration and

various secretarial practices,

seeking a challenging position

with a growth-oriented company

to use my education and

experience in a way that benefits

the company.

CONTACT

& WhatsApp: +974-********

EMAIL:

adsogy@r.postjobfree.com

Skype: vimalsbabu

WEBSITE:

linkedin.com/in/vimal-suresh-babu-

5994a398

PERSONAL DETAILS

D.O.B: 14-02-1985

Nationality: Indian

Visa Status: Residence Permit (NOC

Available)

Marital Status: Married

Languages Known: English, Hindi,

Malayalam and Tamil

Licenses: Qatar, UK, Indian

ACTIVITIES & INTERESTS

Travelling & Exploring Places

Cooking

Gardening

Sports

EDUCATION

Williams College, London, United Kingdom

2008 - 2009

Post Graduate Diploma in Management Studies

Rajas Polytechnic College, Tamil Nadu, India

2003 - 2006

3 years Diploma in Electronics & Communication Engineering CERTIFICATIONS

v Cisco Certified Network Associate (CCNA)

v Primavera 6

v American Society for Non-destructive Testing (ASNT) Level 2

• Dye Penetrate testing

• Magnetic Particle Testing

• Ultrasonic Testing

• Radiographic Testing

SKILLS

v Document Control & Management

v ACONEX (Electronics Data Management System)

v Dokmee ECM (Data Management System)

v MS Office (Word, Excel, PowerPoint, Outlook, Database) WORK EXPERIENCE

Al Sraiya Holding Group, Qatar,

Designation: Secretary cum Document Controller to Vice Chairman March 2021 – August 2022

Ø Ensuring an efficient and effective document control system in the day to day work.

Ø Coordinate with all departments to ensure timely reports completion and compilation.

Ø Coordinate with other offices coming under the group for reporting and follow-up.

Ø Maintain & process documents for Vice Chairman to review and sign.

Ø Screen incoming telephone calls, letters & emails and process them appropriately based on priority.

Ø Ensure all travel arrangements for Vice Chairman are made correctly and on time.

Ø Manage and maintains calendar & appointment schedule for Vice Chairman.

Ø Having a professional & diplomatic manner when answering calls and dealing with all stakeholders.

Ø Liaise with the Administration team to make sure office supplies are at the required level.

Ø Organizing weekly management review meetings.

Ø Prepare Cheques, Payment Vouchers, brochures, publications, reports and related material from machine dictation and handwritten copy.

Ø Distribute incoming documents and electronic mail and other material and coordinate the flow of information internally and with other departments and organizations with a document management system.

Ø Maintain filing systems for documents both physical and electronically.

Ø Determine and establish office procedures if required. Ø Greet visitors, ascertain the nature of business and direct visitors to the employer or appropriate person.

Ø Supervise and train office staff in procedures and in the use of current software.

BFG International, Qatar, (Qatar Rail Approved Sub-Contractor) Designation: Document Controller

February 2016 – September 2020

Ø Exposure in managing Site Document Control for the Qatar Rail Projects.

Ø Responsible for effective and efficient control of all engineering documents, as per the established procedures.

Ø Through knowledge of Electronics Document Management Systems

(ACONEX).

Ø Design and develop advanced project document system procedures for the Project.

Ø Responsible for maintaining and improving the document control management system as per the ISO standard.

Ø Daily routine document control duties include distributing documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings from EDMS. Ø Prepare letters, memos, Interoffice Correspondence, and Transmittals form and upload all necessary attachments. Ø Maintain document log for Correspondence, Method statements, Material Approval requests, Calculation Notes, Shop Drawings, As- Built Drawings & RFI.

Ø Maintaining a complete set of hard copies in the folder and soft copies in the server for the easy retrieval of documents for the project control team.

Ø Scan and store the approved engineering documents in the database as per revision wise so that the project team can access the latest revisions.

Ø Maintaining the current hard copies and superseding the old version of all the technical documents submitted to the client. Ø Hands-on experience and sorting of engineering documents and drawings as per the current status in the EDMS.

Ø Ability to plan, organize, lead and contribute to the document control function within our multidisciplinary engineering group in order to meet the needs of the project and the company’s quality requirements to meet the time deadline.

Ø Register, log, including distribution of documents, tracking and reporting on document review progress.

Ø Work closely and liaise with the contractor’s Document Control team in all matters relating to document control activities to achieve the deadline.

Ø Ensuring that our project teams comply with the contractor’s document management system process and procedures as per the client’s requirement.

Ø Document distribution by transmittal system for all the documents submitted to the client through the document distribution matrix for hard copy and Electronics document transfer.

UTILITY TECH INTERNATIONAL, Qatar, (Qatar Rail Approved Sub- Contractor)

Designation: Document Controller

July 2014 – December 2015

Ø Receives all incoming documents. Determines filing category and makes an input to the automated document/drawing control databases.

Ø Organize and maintain a systematic filing system both computerized and paper copies for easy retrieving. Ø Register files and retrieve all incoming and outgoing documents. Ø Maintains all documents in accordance with the project communication protocols and the document control project procedures.

Ø Maintains the documents workflow through project-designated document management software ACONEX.

Ø Uses document management software to file soft copies of all incoming and outgoing documents, which are to be kept up to date.

Ø Reviews the incoming drawings, checking for completeness and accuracy of drawing transmittal sheets, and notifying the consultants accordingly.

Ø Maintains, under the direction of the design/technical manager, a register of all design drawings fully updated with the latest revisions. Ø Maintains hard copies of the latest design drawings, marking and removing superseded drawings from the drawing set. Ø At project completion, the document controller is responsible for the archiving of documents and the handover of all required documentation to the client, under the direction of the project controls engineer/scheduler.

Ø Coordinating with Engineering department, Contractor / Consultant, and Design department for documentation-related technical matters.

Ø Coordinating with the Commercial department for the updating of the Tender status registrar and following up on the quotations submitted to the clients.

Estancia Gulf Building Services, Qatar

Designation: Document Controller

April 2013 – March 2014

Ø Recording, Updating & Tracking all commercial & technical documents in the system as well as hard copies in accordance with the company’s document control system.

Ø Maintaining & updating company prequalification documents, employee database & records. Encoding & decoding of documents.

Ø Archive maintenance, proofreading, evaluation & performing documentation validation, timely submission & distribution of documents.

Ø Provides administrative support to the QHSE department. Ø Assisting the proposal department in tender submittals. Ø Scheduling, arranging & monitoring daily works & activities including mobilization of equipment and arrangements of materials.

Norma UK LTD, Newbury United Kingdom

Designation: Document Controller (Production)

May 2009 – November 2012

Ø Ensure the effective running of the day-to-day operations of the document centre.

Ø Receive, route, sort, and process mail.

Ø Maintain confidential information office-related information. Ø Attending-services training to improve skills and knowledge of office work.

Ø Ability to plan. Organize, lead and coordinate the document control function, in order to meet the needs of production, proposals and the company’s requirements and time deadlines. Ø Register, log and distribute, track, issue, maintain and control documents.

Ø Coordinate the activities of document control, including distribution of documents, tracking and reporting on document review progress.

Ø Participated in the development and implementation of departmental policies and procedures.

Ø Responsible to collect all technical details from various departments and logging in to the spreadsheet.

Ø Receive and distribute documents to the right department and right person as per agreed procedure after the production manager’s review.

Ø Maintain records of documents in hard copies and electronic files and monitor the revisions and approval status thereof. Ø To maintain the record of all controlled documentation- issue, status and location.

Ø Highlighting areas of concern.

Ø Organizing Weekly Reports on production and Materials status. Ø Implementing weekly reports to the Production Manager. Ø Overseeing and checking quantities and item descriptions against the delivery notes.

Ø Registering of internal and external documents.

Ø Ensuring all material is logged into the data sheet. BP (British Petroleum), United Kingdom,

Designation: Customer Service Assistant

April 2008 – March 2009

Ø To ensure the smooth running of the shop, and maintain the shop standards by participating in the day-to-day running of the shop. Ø Keeping the shop and displays clean and tidy at all times. Ø Operating the till and accurately handling cash, cheques and credit/debit cards.

Ø Respond to orders received from the online shop by processing sales and packaging orders.

Ø Follow cashing up procedures.

Ø Assist in changing displays of shop stock.

Ø Receiving deliveries, unpacking, re-shelving and storing stocks. Ø Assisting with regular stock checks and annual stock takes. Ø Looking after all aspects of the shop whilst the Retail Manager is away.

Ø Ensuring all fire exits and escape routes are kept free from obstruction.

Ø Being vigilant at all times and helping minimize stock loss DECLARATION:

I hereby declare that the above-written articular are true and reliable to the best of my knowledge and belief.

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