Entry Clerk Document Controller

Santh Prakash Gangadhara

Sr. Document Controller

India +91-809*******

******@*****.*** https://www.linkedin.com/in/santh-prakash-596ba240/

Possess sound knowledge and experience of all the management skills required as a Secretarial, Administrator, Logistics coordinator during my present and past experience in UAE and well as in Qatar.

EXPERIENCE

Sr. Document Controller August-2021 to 28th February 2022

Project : Zayed National Museum- Abu Dhabi

Voltas Ltd, Abu Dhabi – UAE

●Setup, maintain, retrieve and archive project information as per the requirements of projects and various departments of the organisation using appropriate tools.

●Setting up EDMS for each project based on the data to be analysed & summarised during the execution of the project in consultation with Engineering, procurement, QA/QC, Operations, Commercial and Planning and cost control departments.

●Inducting external parties for the usage of company EDMS and providing with their respective roles and responsibilities within the project organisation.

●Managing data from external (client, consultant, sub contractors, suppliers) and internal sources; track the work flow; and ensure all project deliverables are met.

●Providing the guidance to the team members (Internal & external), troubleshoot complex problems while recommending appropriate changes to workflow.

●upkeep of the record processing for several projects.

●Provide weekly/monthly document status reporting for engineering, QA/QC etc. With the action list for internal and external teams

●Extract and archive data for the claim preparation

●Working with various departments to boost cross-functional collaborations.

●Supervise and mentor document controls team, which includes oversee document control process holistically.

●Generating various document control formats, flow charts, work instructions as required by various departments and projects.

●Preparing the Reports thru Power BI for various projects and departments.

Sr. Document Controller Jun 2019 – August 2021

Project : Residential Tower Development of Plot-C5, Reem island Abu Dhabi.

Voltas Ltd, Abu Dhabi - UAE

●Responsible all the project documentation, Office Clerical duties and ensures that it is line with the project procedure. Ensuring that the system in place has been followed and maintain correctly. Coordinating for necessary documents to other stakeholders (Client, consultants and Main contractor).

●Undertakes typing of a variety of material such as memoranda, reports, circulars in English language from longhand or shorthand drafts and ensures accuracy. Submits such materials for review and signature.

●Receives incoming mail, sorts, registers receipt, stamps date, and distributes to addressees. Prepares outgoing mail for dispatch and maintains daily master file of incoming and outgoing correspondence. This includes correspondence transmitted electronically on the intra-net.

●Prepares long hand draft correspondence where appropriate and submits to PD for review, makes amendments where required and submits to PDs for approval prior to dispatch.

●Attends meetings as necessary to take minutes. Prepares written version of the minutes in the required format and submits to PD for approval. Arranges for refreshments.

●Performs related duties when assigned, such as obtaining photocopies, monitoring and replenishing the stock of division stationary, collating and binding (or arranging for) of reports, operating a telex/fax machine as required, making travel arrangements on behalf of the supervisor and the like.

●Responsible all the project documentation and ensures that it is line with the project procedure. Ensuring that the system in place has been followed and maintain correctly. Coordinating for necessary documents to other stakeholders (Client, consultants and Main contractor).

●Assisting to contract administrator and commercial processes such as procurements and variations.

●Administering external and internal site correspondences by the software available in the project (Aconex)

●Performing other duties as assigned by the line manager/supervisor.

●Assist in onboarding of new employees as needed.

●Checking and approving the time sheets prepared by Time Keepers.

●Manages and maintain all office supplies with different suppliers.

●Maintain general office appearance, management of office cleaning and maintenance.

●Managing all incoming and outgoing mails

●Assisting will all company divisions as needed

●Provide strong bookkeeping support to the accounting department

●Preparing of P.Os of Admin Related and processing the invoices for payment.

●Prepare accurate reports for upper management.

Office Administrator cum Sr. Document Controller Jun 2012 - May 2018

Voltas Ltd, Abu Dhabi - UAE

as Administrator :

●Assisting in onboarding of new employees as needed

●Managing and maintain all office supplies

●Maintaining general office appearance, management of office cleaning and maintenance

●Managing all incoming and outgoing mail

●Assisting will all company divisions as needed

●Providing strong bookkeeping support to the accounting department

●Preparing of P.Os of Admin Related and processing the invoices for payment.

●Preparing accurate reports for upper management.

as Sr. Document Controller :

Worked in several projects like, Yas Mall, Ferrari world Phase-2 in Abu Dhabi & Sewerage Treatment Plant in Dubai.

●Drawings & document circulation in the design office & project site.

●Uploading & downloading of documents & drawings from the respective site: http://aldar.Aconex.com.

●Printing & circulation of drawings to project site in desired quantity.

●Following ISO procedures for storage & control of hard copies.

●Learning new document management systems like ACONEX.

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●Generating various document control formats, flow charts, work instructions under the guidance of functional head.

●Preparing the Design Engineering Reports with the help Design Team.

●Providing inputs to the Planning team for deliverables schedule/ status.

●Preparing of Power point presentations.

●Attending to other routine office functions

●Assisting in coordinating the activities related to document control, including auditing and distribution of controlled documents, maintaining electronic department directories and tracking and reporting document review.

●Assisting to the Senior Managers to familiarize with the project based website to issue and review the comments from client, consultants and sub contractors.

Document Controller Feb 2010 - Mar 2012

Kharafi National LLC, Abu Dhabi, UAE

It is EPC Project and my responsibilities are prepare and issue procedures on the numbering and control of both internal and external design documents as per contractual conditions and in line with existing Client guidelines and Design and Engineering Practices.

●Drawings & document circulation in the design office & project site

●Following ISO procedures for storage & control of hard copies.

●Learning new document management systems like ACONEX.

●Generating various document control formats, flow charts, work instructions under the guidance of functional head.

●Preparing the Design Engineering Reports with the help Design Team.

●Providing inputs to the Planning team for deliverables schedule/ status.

●Preparing of Power point presentations.

●Attending to other routine office functions

●Assisting in coordinating the activities related to document control, including auditing and distribution of controlled documents, maintaining electronic department directories and tracking and reporting document review

●Assisting to the Senior Managers to familiarize with the project based website to issue and review the comments from client, consultants and sub contractors.

Document Controller May 2005 - Jan 2010

Al Darwish Engineering W.L.L., Doha, State of Qatar

●Recording all documents pertinent to the project, including; workshop drawings, minutes of meetings, bills and other documents related to the technical description of the project,

●Ensuring that all units of the projects are recording the documents in line with the company's policy, Finding a mechanism that keeps all documents in a way that facilitate their use for future reference when the need calls for such a procedure, establishing a document control system for the projects, ensuring timely response to Project submittals, Recording all drawings and their status.

●Coordinating with Project Manager and Engineering Team, Planning dept. and Commercial Department.

●Checking of all document submittals according to project specification:

●Input data into the Document Management System ensuring that information entered is accurate and up to date at all times.

●Extract the various document control reports defined in the project procedures.

●Assist with compilation, distribution and printing of documents and drawings.

●Responsible for procedures necessary to assure that all documents/drawings/manuals provided for construction areas are maintained to the most up-to-date revisions.

●Maintains drawing/s and specification. records, process all design document changes, ensure a proper approval for changes has been obtained and promptly remove all obsolete documents.

●Check the outgoing document control bins at the secretarial stations at times for the document that has to be filed, copied and distributed.

●Maintain a library of relevant procedures and reference documents available for copying by request within a secure document control area.

●Utilizing the transmittal systems assigns a chronological number to the transmittal and records this information in the incoming and/or outgoing logbook.

●Log drawings/documents/manual information and all subsequent revision will also be entered.

●Logging all incoming and outgoing documents/manuals/drawings. S

●tamping all revised documents/drawings etc.

●Update the revision of the drawings/documents into the master lists and in the database records.

●Record the incoming daily construction drawings, data sheets, and manuals, Quality Control Procedures (QCP), Inspection and Test Plan (ITP).

●Maintain a track of the Request for Inspections.

●Drafting Letters and Notes.

●Maintains drawing/s and specification control records, process all design document changes, ensure a proper approval for changes has been obtained and promptly remove all obsolete documents.

●Responsible to prepare quotation for projects in strict confidence as per GM/DGM/ Chief Estimator’s instructions to submit before the due date.

●Follow-up with Consultants / Sub-Contractors / Suppliers.

EDUCATION

Bachelor of Commerce (B.Comm.) Jun 2001 - Jun 2004

Kakatiya University, Warangal, Telangana - India

SKILLS

Expert in: Self-motivation., Typing & Presentation, Communication skills, Bookkeeping., Office management & Office Administration

IT SKILLS

Microsoft Office (Word, Excel, PowerPoint and Access) and online document management systems.

SAP,

Excellent Aconex experience.

Knowledge in ISO and audit certifications.

LICENSES & CERTIFICATIONS

Abu Dhabi Driving 2011

UAE

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