Document Controller Control

RHEA HURTALIZA

Document Controller

Profile

A versatile and proactive Document Controller / Secretary / Admin. Assistant with more than fourteen years’ work experience. Proficient in Document Management Systems and MS Office and knowledgeable in databases such as Convero, Cimage, Sharepoint, Aconex and Auto Pro.

Experience

HR Coordinator / Assistant

Apr 07, 2024 - Present

Document Control Technician

Apr 03, 2022 - Apr 04, 2024

Hanmiglobal Kuwait

PMO for South Saad Al-Abdulla City Development

Waves Business Center, Building No. 01 Kuwait Free Trade Zone Area,

P.O Box 3866 Safat, 13039 State of Kuwit

Key Duties:

Performing administrative duties, such as maintaining employee databases and sorting emails for the HR Department.

Maintaining proper records of employee attendance and leaves to assist with payroll duties.

Submitting job postings, shortlisting candidates and scheduling job interviews.

Ensuring compliance with employment and labor laws.

Proof-read, edit, update Weekly Reports as per Superior’s instructions.

Collect and organize data from each team.

Submit the revised reports to superiors for final review and amendment.

Filing and sorting of documents record

To help the whole Project Team for all matters related to documentation activities.

Filing documentation

Coordinate and liaise with project team

Assist in completing queries, requests and searches from managers

Scanning, copying, and printing documents.

Assist in meetings, preparing the meeting rooms, organizing/arranging calendar activities and send to the team.

Worley Parsons Project Management & Consultancy

Kuwait Oil Company PMC / Kuwait Environmental Remediation Project

1st Floor, KOC Mega Complex Ahmadi Kuwait

Key Duties:

Responsible for preparation of Project Related Documents on a large-scale basis, coordination and liaising with the contract, project control dept, document control, filing etc.

To maintain the Status Logs of all Incoming and Outgoing Letters, Memos, and Transmittals through excel sheet and Aconex.

Filing Documentation

To assist the whole Project Team in all matters related to Documentation Management activities.

Handles confidential documents such as Personal Approval Form (PAF) for applicants, invoices, tender documents, payment applications and submit to KOC for review.

Maintain a central project document control system, covering project team, client, vendor, and third-party documentation.

Establish and implement an efficient project-related document control register and procedures.

Establish and maintain a correspondence filing system.

Expedite the review and approval of documentation, including designs, procedures, instructions, product certification and records.

Plan, supervise and record document flow to and from all necessary parties, including clients, sub-contractors, and the project offices.

Issue and track the location of all documents and drawings. Issue transmittals letters and receipts concerning the documents in circulation.

Remove obsolete documents from distribution and use. Coordinate storage and archiving of the project and organizational records.

The focal point for document control of a major study with other document controllers being based in other offices.

Quality Assurance – responsible for working within the provisions and guidelines of the Quality Assurance system.

Safety – responsible for personal safety safe working practices, understands and follows OH&S procedures.

To define, set-up, validate, and maintain necessary means and tools for the timely preparation of the handover of documentation to the Operations Team.

To aid the whole Project Team for all matters related to documentation management activities.

Document Controller

Jun 12, 2012 – Mar 17, 2022

Amec Fosterwheeler / Wood PLC

Kuwait Oil Company PMC

Ground Floor, Ahmadi Mega Complex

Ahmadi Kuwait

Key Duties:

Required to work as a part of Document Management Team, supporting ongoing work on a Project.

Circulate documents for review, information, comments, and approval as per distribution matrix.

Assist in completing requests, searches, and queries from any Project Personnel.

Perform prescribed quality check on all documents prior to processing.

Assist Team Lead / Senior Document Controllers in delivering Document Management Support.

To work in accordance with the applicable Project Procedure.

Registration of Technical and Non-Technical Documents in Sharepoint, Convero or Cimage.

Scanning and copying of Documents.

To accurately update information in both company’s and Client’s electronic Document Systems (if applicable)

Maintain project files and records to meet project requirements.

Carry out other project related activities as assigned by Senior Document Control Staff.

Plan and prioritize work to meet deadlines.

Expedite reviews and comments of documents, including both internal / client contracts, to support achievement of the project timeline.

Providing document control support to one or more projects.

To maintain a comprehensive Document Control System for use in work scopes.

Develop and maintain process for archiving records.

Copy files and various documents.

Ensuring that the required filing and archiving of technical and non-technical documents is done in a timely manner.

Communicating effectively with the appropriate engineering disciplines, including, and providing ongoing updates of the status of work.

Administrative Staff / HR Assistant

Apr 15, 2005 – Apr 30, 2006

Platinum One Feedmills & Agrarian Development Co.

San Jose Batangas Philippines

Key Duties:

Compile, copy, sort and file records of office activities and business transactions.

Complete and mail bills, contracts, policies, invoices, and checks.

Operates office machines such as photocopiers, scanners, facsimile machines, voicemail systems, and personal computers.

Compute, record and proofread data and other information, such as records and reports.

Maintain and update filing, inventory, mailing and database systems, manually or using computer.

Open, sort and route incoming mail, answer correspondence, and outgoing mails.

Review files, records, and other documents to obtain information to respond to request.

Inventory and order materials, supplies, and services.

Complete work schedules, manage calendars, and arrange appointments.

Process and prepare documents such as business forms and expense reports.

Providing clerical and administrative support to Human Resource Executives

Inventory Clerk

Apr – Sep 27, 2003

National Bookstore Inc.

Quezon Ave. Branch Quezon City Philippines

Key Duties:

Compiles and maintains records of quantity, type and value of materials, equipment, merchandise, or supplies in stock of postal totals to inventory records.

Compares inventories to office records or computes figures from records, such as sales orders, production records, or purchase invoices to obtain current inventory.

Encodes price lists of items, checks stocks availability, and makes price tags.

Records bar codes and put price tags on items.

Verifies clerical computations against physical count of stock and adjusts errors in computation or counting, investigates and reports reasons for discrepancies.

Handles delivery matters and check the items delivered if quantities and type of materials are received properly.

Compiles information on receipt or disbursement of material, equipment, merchandise, or supplies and computes inventory balance, price, and cost.

Prepares reports, such as inventory balance, price lists and shortages.

Prepares list of depleted items and recommends survey of defective or unusable items.

Clerk / Stenographer

Sep 28, 2001 – Apr 24, 2002

Regional Trial Court Branch 85

Quezon City Hall of Justice

Quezon City Philippines

Key Duties:

Performs general clerical or secretarial work including taking and transcribing oral dictation during court trials.

Providing reception services

Operates telephone switchboard or exchange

Checking court schedules / trials

Copying and encoding of transcriptions

Key reports, correspondence, schedule, and notices

Reproduces multiple copies of work and writes receipts for fees

Checks record books and other materials in and out

Answering inquiries or referring to the proper official

Keys routine, narratives, charts, and tables

Maintain files

Operates data entry machines, electronic memory typewriters, and word processing equipments.

Office Clerk

Dec 4, 2000 – Jul 28, 2001

Social Security Systems

Diliman Branch, Quezon City

Philippines

Key Duties:

Collecting, filing, and organizing office documents, such as reports and confidential records.

Managing digital document filing, including encrypted documents and email correspondence

Monitoring office inventory and ordering supplies.

Create documents, maintaining database and sending memos and emails.

Making logistical arrangements for meetings, conferences, booking travels, making reservations, and organizing rentals.

Sorting and delivering incoming mails and collecting and sending outgoing mails

Running errands and routing documents around the office or to external parties.

Key Strengths

Skills

Ability to use computer and rapidly input data and retrieve records and information.

Ability to organize workloads with accuracy and attention to detail and demonstrates ability to forward plan.

Devising and maintaining office systems

Knows how to prioritize tasks and get things done accordingly.

Ability to work on own initiative without supervision and under time pressure situations.

Ability to solve problems and make decisions quickly and efficiently.

With experience in drawing revisions protocol.

Possess outstanding time management and organization chart.

Familiar with methodology and procedure of document management.

Extensive knowledge of Document Control Database Systems

Strong verbal & written communication skills in English language.

Self-motivated and works well with a team.

Seen as subject matter specialist for the resolution of issues arising across all areas of the job and be able to clearly explain complex processes that surround the role.

Ensures the integrity of work scope and that all work is carried out in accordance with applicable codes and standards.

Mentor of less experienced members of staff including hands on approach to the formulation and delivery of training programs for personnel.

Ability to interact effectively with people of all nationalities & cultures while using clear, fluent, and expressive verbal and written language to convey information and ideas.

With extensive knowledge of Contractual Terms & Conditions, Commercial and Contract law.

With broad knowledge of the requirements for process engineering through all the phases of project life cycle, from FEED through commissioning within Oil & Gas related industries.

Communication

Problem Solving

Critical Thinking

Time Management

EDMS

Document Control Management

Data Analysis

Organization

Education

Bachelor in Office Administration

June 1996 – May 2000

Polytechnic University of the Philippines

Sta. Mesa Manila Philippines

Certificate of Eligibility

Career Service Professionals

Philippine Civil Service Commission

Personal Details

Contact Details

Citizenship: Filipino

Birthday: March 28, 1979

Age: 45

Birthplace: Quezon City Philippines

Marital Status: Married

Height: 5ft 5inchs

Religion: Christian

Address: Ahmadi Kuwait

Residency: Visa 18

Mobile No. +965********

Watsapp No. +639*******

Email: ****.*********@*****.***

Web: www.linkedin.com/in/rhea-hurtaliza

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