Document Controller Project Coordinator
Resume:
Varghese Samuel Resume
Varghese Samuel
Document Controller/Administrator/
Project Coordinator/Sr. Operations Coordinator
Mobile No. 056*******
E-mail : ******************@*****.***
Summary
Total 35 years’ experience in administrative, operational and Document Control areas include Electronic Data Management Systems and Employee Relations. Experienced working in a diverse range of cultures or nationalities, organizing and maintaining office records, interaction with various departments, compile information, preparing spreadsheets, maintaining files. Maintain confidence and protect operations by keeping information confidential. Experience Highlights
2024 – February onwards till present: Document Controller (QA/QC Department) Company: WSSJV
(A joint Venture between We build s.p.a, Salini Saudi Arabia Co. Ltd.Shibh Al Jazira Contracting Co.) Project : Connector South Project
Client : NEOM
Consultant : Bechtel
57 KM Railway Line connecting THE LINE and THE OXAGON, Connector South Project is a Civil Works - Design and Build Contract.
Reports to the Project QA/QC Manager
Submission on ACONEX
Materials Submission (MAT)
Prequalification Submission (PQD)
Inspection and Test Plplan (ITP)
Materials Inspection Request (MIR)
CIVIL Work Inspection Request (WIR)
Survey Work Inspection Request (WIR)
Daily Quality Lookahead
Two Week Lookahead
Weekly Quality Meeting
Monthly Quality Reports
Quality Training
Internal Non-Conformity Report (INCR)
Scanning CIVIL WIRs & Filing
Received Response from ACONEX, Distributing with Quality Department & Updating in the Quality Share folder and Excel log.
Ensure that all controlled Quality documents related to the Project are maintained to the latest issue, and that these documents are made available at all locations where operations essential to the effective functioning of the Quality Management System are performed.
Verify that only the last revision drawings, submittals, etc. are distributed to all locations and involved parties concerned including subcontractors.
Ensure that all obsolete documents shall be withdrawn and stamped ‘Superseded’ if retained for record purposes.
Maintain project drawing/documents distribution record
Control & maintain the system for issuance recording / filing, tracking, Retrieval of documents like procedures, plans, QA/QC records, Specifications, drawings and related documents. Varghese Samuel –Resume 2
Responsibilities include record keeping, all documents such as specification procedures, inspection schedule and records, surveillance report, inspection release notice and quality records book with numbering system according to project filing procedure. Handling of all engineering documents. Controlling all records and sub-contractors documents.
Prepare all documents based on the quality procedures for internal and external audit. Transmittal of drawings, quality procedures, related documentation to the concerned contractors, departments, vendors and client.
Maintaining all correspondence and other transmittals from the Clients and other contractor / suppliers / vendors etc. in a systematic way to facilitate an easy reference at all time.
2020 – Jan. To December 2023 Job Title : Logistic Supervisor Company: We Build
Mega Project: King Faisal Air Academy Project
Consultant: DAR AL RIYADH
Client: RSAF (Royal Saudi Air Force)
Construction of King Faisal Air Academy Project in Majmaah ( USD 850 Million ) having a total 130 Buildings ( Built up area – 380, 000 sqm), substations and infrastructure works:-
Coordinating with Bus suppliers and making transportation facilities for the workers from sites to Accommodation.
Maintaining stock for stationary/ cleaning/pantry items for Main Site office, site offices, Consultant- DAR and client
(RSAF)
Maintaining log sheets for pantry/cleaning/stationary as per site wise
Issuing Petrol/Diesel Vouchers to Vehicle users and update log sheet accordingly.
Preparing Electric Bills and water Bills for Accommodation (Building wise, Villas, and staff buildings.
Assignment of Drivers drop off and pick up employees to Airport and other transportation.
Issuing Petrol/Diesel Vouchers to Truck drivers.
Arranging Sewage Water Trucks for sites and preparing statement
Handling of Petty Cash for the purchase of pantry/cleaning/stationary
Issuing Food Coupons to employees and handling the cash
Preparing Petrol/Diesel invoices concerned with Petrol/Diesel monthly invoices and submit to account department
Independently handling all the works concerned with Logistic matters. Riyadh Metro Project Experience Summary : In this ongoing Riyadh Metro Project, I had been assigned to process Project Correspondence submittals, Internal & External transmittals, RFIs and handle/maintain Master Document Register/ log sheet of all the documents related to overall projects submittals with Clients& Suppliers under the direct command of Document Control Manager consequently issuing document reference numbers, handling the overall correspondence, controlling all the outgoing and incoming data and documents, quality checking and re-formatting of received documents in Project Standard Format, uploading/processing using EDMS (Encompass) and Primavera Contract Management (PCM) for notifications to the concerned personnel with the Consortium and the client/consultants. 2014 – Jan. 2020 Job Title : Document Controller
Company : Worley
Mega Project : RIYADH METRO
Consultant : RMTC (Riyadh Metro Transit Consultant)
An experienced document controller with proven ability to establish and maintain an effective filing and archiving system for paper documents and electronic documents and files in accordance with company and clients archiving procedures. Processing of all the internal & external transmittals, submittals, issuance of Document reference numbers as per the Project standard.
Perform routine Document Controller Duties. Making arrangement Internal Project Management Meetings. Internal e-mail notifications / Distribution of Minutes of Meetings / RMTC Letters/ RSB
(Response to submittals), Preparation of Letters. Processing submittals and submissions to Consultant
(RMTC), Transmittals – ANM (Ar Riyadh New Mobility) Internal/External, MOM/Correspondence Register, Weekly Back up to RMTC, SBM/RFI/Letters, Handing Inspection Request Station wise
/Scanning/ Filing. Working thru in Aconex /Encompass and/Primavera. Preparation of CTF
(Correspondence Tracking Form).
Responsible for quality checking of each document and re-formatting it to Project Standard Format Varghese Samuel –Resume 3
Issuance of new document sequence number/maintaining Master Document Register with respect to the location/discipline codes.
Receiving documents from consortium and controlling the flow of received documents to all the departments.
Day-to-day updating in and out logs of all the project documents.
All the project documents will be kept in an easily identifiable sequence stored in a proper condition to protect from damage or loss.
Responsible for maintaining filing systems as well as proper management of electronic filing systems. Assisting Document Control Manager in providing document control support to include: receiving, organizing and filing project documentation; activity and or submittal tracking.
Preparation of Monthly Statement, Project Reports and Invoice to Consultant.
Registering, scanning, renaming, managing documents into centralized ENCOMPASS,(PCM) Primavera Contract Management & Aconex, Print, distribute and file project documents, Record/log and report on transitions.
Liaise and Assist with Project administration responsibilities and provide administrative support to the Project Director, Risk Manager, QA/QC Manager, Project Control Manager, Planning Manager, Construction Managers, Resident and Assistant Resident Engineers, QA/QC Manager, Contractors, Technical Staff.
Managing electronic documents and records, document storage, document and scanning. Preparing daily, weekly and monthly progress reports. Burning CD’s to generate copies, storing and maintaining project back-up.
In addition to the above Document Controller duties, co-ordination with Corporate Office on various issues regarding Family visa/Visit visa/ Exit Re-Entry visa/ Medical Insurance Cards, issuance of salary certificates /employment letters for the WorleyParsons Riyadh Metro Project Staff.
Support to Worley Parsons Project Director (Bryant Ford) and Management Team in managing and implementing all types of company Vehicles issues, Issue of new / Renewal of Driving Licenses.
To pick-up and drop of Senior Management Team from Riyadh Airport as per instruction by Project Director.
Applies myself to any given task by Management.
While I was working for Riyadh Metro Project, WP assigned me to Saudi Electricity (SEC) PP10 Power Plant in Riyadh for temporary replacement. The Power Plant recently constructed as a 32 unit, GE 7EA simple cycle gas turbine facility firing crude oil as its primary fuel. Making Correspondence with Client (Saudi Electricity Company) and Contractor. Maintain Transmittal, Non-conformance Reports (NCR), Work Deficiency Reports (WDR), RFIS/RFIC and correspondence Logs. Preparation of MOMs. Preparation of RFI status on Daily and weekly basis and notifying to the concerned. Preparation of Temporary / Permanent Gate Passes and pool cars for the Project employees. Making arrangement for all meetings. Preparation of WorelyParsons Monthly Time sheets. Involveed Mobilization/ demobilization of Employees.
Character : Capable to work under pressure (site environment) with good communication Varghese Samuel –Resume 4
2013 – 2014 Job Title : Administrator
Company : Worley
Project Name : SEC ( Saudi Electricity Company )
Maintaining office systems, booking rooms and conference facilities, using content management systems to maintain and update websites and internal databases. Attending meetings, taking minutes and keeping notes, liaising with staff in other departments and with external contacts, ordering and maintaining stationery and equipment. Sorting and distributing incoming post and organizing and sending outgoing post, liaising with colleagues and external contacts to book travel and accommodation, organizing and storing paper work, documents and computer-based information, photocopying and printing various documents. Co-coordinating with other Project Staff SEC for various issues. Preparation and submission of Project team CVs in accordance to approved organization chart for their assignment approval. Preparing and Maintaining Log for all incoming & outgoing letters, Minutes of Meeting (MoM).
March 2013 – Oct
2013
Job Title : Executive Secretary
Company : Worley
Project Name : GES+ Saudi Aramco
Report to General Manager-Operations. Provide extensive administrative and secretarial assistance and effective interactions with senior management personnel to accomplish the assigned jobs. Arranging and prioritizing meeting with higher management, minute's preparation, composes and type correspondence. Screening visitors, screening telephone calls and relay messages. Organizing and maintaining office records, liaison and interaction with various departments and compile information. Handling confidential information with the desired personal attributes like honesty, reliability, efficiency, pleasantness, sincere, hard work, sensitivity and patience. Proper handling/submittal of documents to Aramco and other clients. Ensuring effectiveness and productivity in the management office by coordinating with various departments to attain the overall objectivity of Worley Parsons. Maintenance of document registration for effective document extraction. Set-up all the project filing & correspondence logging system with respect to consultants approved format. Supporting the Project Team in preparation of Weekly Report, Daily Report, and Monthly Progress Report for submission to the Consultant.
2009 - 2013 Job Title : Senior Operations Co-coordinator Company : Dar Al-Riyadh –Group of Companies
Project Name : Overall Projects in Jubail
Work Details:- In this Jubail Branch office about 460 employees-Engineers) are working for different clients such as Sabic, Sahara, Ma’aden, STC etc. Reports to General Manager CSSD (Client Support Services Division).
Provide operational assistance and interaction with senior management personal to
accomplish the given task.
Follow up with H.R and Head Office for the requirements of employees regarding various issues.
Make arrangement for employees to attend interview with clients.
Accommodation arrangement and Hotel Booking for new employees.
Follow up with H.R regarding Employment Contract /Renewal Letters, passports, visa,
salary/HRA discrepancies, facility management, drivers’ assignments, petty cash distribution/
Medical claim disbursement, Saudi Council of Engineer Registration.
Follow up with Finance department about Final settlement money and resolving the
discrepancies for the final Exit employees.
Coordination for Client IDs New/renewal, Client vehicle sticker, driving license (new and renewal). Varghese Samuel –Resume 5
2006 - 2009 Job Title : Project Secretary
Company : Dar Al-Riyadh –Group of Companies
Project Name : LURGI Gmbh, Al-Fasal PDH Project, Yanbu-KSA Project Details:- Construction and erection of a Prophane Dehydrogenation Plant with a capacity of 400,000 tons of Polymer Grade Propylene for NATPET. Report to the Project Manager enabling him to ensure that all the assigned duties are performed well in time as detailed below:-
Take dictation and prepare responses to correspondence (confidential/technical and non-technical).
Making convenient travel arrangements for executives as well as for guests.
Sorting and issuing of outgoing/incoming correspondence to the relevant parties.
Ensures that company policies & procedures are observed by all in the day to day activities.
Maintain supplies of all stationery requirements.
Receiving visitors and directing them to various site offices.
Retrieving as well as feeding data including confidential matters and maintaining office filing system
(both paper and electronic).
Administering and ensuring any ad hoc administration duties to ensure the smooth running of the team.
Process expense claims.
Making temporary/permanent ID for employees and visitors.
Transportation schedule for vendors/visitors and arrange transportation from Airports to accommodation and vice versa.
1997 - 2006 Job Title : Executive Secretary
Company : Canar Office Systems-Alkhobar – KSA
Company is dealing in the Office Automation Equipment like Photocopy Machine, Scanner, Fax Machines, ter, Projector etc. and having branches in Alkhobar, Dammam, Jubail, Hofuf, Riyadh, Khasim, Yanbu, Jeddah, Makkah, Madinah and Taif.
Office Management.
Routine jobs includes self-correspondence with overseas suppliers, local clients, branch offices preparations of reports, minutes of meeting, arranging of management meetings.
Online placement of purchase orders, recruitment follow-ups with overseas agents, distribution
of mails etc.
Interaction with Administration Department regarding Vacation, Exit-re-entry visa and I.D. renewals of employees.
Arrangement of visas, air tickets and hotel accommodation for executives.
Coordination with travel agent for the reservation of domestic and international flight Ticket and hwide reservation for Senior Management.
Arrangement of documents to clear Air and Ocean consignments, follow up with clearing agent and interaction with Ministry of Commerce and Chamber of Commerce to clear the shipments. 1995 - 1997 Job Title : Secretary/Stenographer
Company : Indosol Drugs Ltd, Mumbai – India
Self-correspondence with overseas suppliers, local clients, branch offices etc..
Maintains a filing system for employees, Purchase Orders, Purchase Register, Sales Register and day to day business reports and correspondence.
Administering and ensuring any ad hoc administration duties.
Making arrangement for multi-party conference call. 1990 - 1995 Job Title : Secretary
Company : Daulat Ram Industries, Bhopal (Madhya Pradesh) India Manufacturing of Dynamic Braking Grids for Indian Railway and other items.
Independent correspondence with overseas suppliers.
Generation of M.I.S reports and its presentation to Management.
Preparation of applications for opening Letter Of Credits, its submission and follow up with Banks Varghese Samuel –Resume 6
overseas clients.
Arrangement of distribution of consignments received to inter branches.
On line Placement of Purchase Orders through Extranet to Overseas and local Suppliers and follow up.
Maintains a filing system for employees, Purchase Orders, Purchase Register, Sales Register and day to business reports and correspondence.
Maintenance of important notifications published in Newspapers and magazines for future reference.
Interaction with Stores Department to have receipts, issues and latest stock figures of various items.
Interaction with Sales Department to have the updated sales figures.
Interaction with Finance Department to have details of various expenses and income and for daily cash bank balance positions.
Market Survey of the Products of the Company and survey regarding the prices of various items sold wit prices of competitors and to help Management to take timely decisions.
Interaction with Service Managers regarding warranty claims from overseas/local suppliers.
Organize / arrange inter departmental meetings and intimate the attendees in advance. Personal Details
DOB : 18/03/1964
Passport Number : S9886520
Expiry Date : 21/11/2028
Marital Status : Married
Iqama Number : 234*******
Expiry date = 25/10/2025
KSA Driving Licence
Expiry Date : 02/11/2027
Education
1987 - 1990 Bachelor of Arts ( B.A), Kerala University, Kerala-INDIA Specialist Skills / Technical Courses
1) Project Management Course from WorleyParsons 2017 2) Knowledge of Shorthand- 60 w.p.m.
3) Encompass- 2014- Advanced User
4) Aconex
5) PCM- Primavera Contract Management 2014
6) Type Writing- 60 w.p.m.
7) Shorthand
Languages
1) English
2) Hindi
3) Urdu
4) Malayalam
5) Tamil
Varghese Samuel –Resume 7
Permanent Address
Bethany Bhavan,
Kallanikkal Vadakkakara
Kodumon East P.O
Pathanamthitta Dist.
Kerala State, INDIA
References
1) Mr. Naseer Hussain 2) Mr. Yasir Majeed
QA/QC Manager QA/QC Coordinator
WSS JV WSS JV
The South Connector Project The South Connector Project Mobile: 053******* Mobile: 053*******
Email: *.*******@*****.*** Email: *.******@*****.***>
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