Information Technology Document Control
Resume:
Maria Teresa Nicolas
** ********* **** *.*. Calgary
AB Canada, T3K 4A9
*****.*******@****.**
Maria Teresa Nicolas's experience appears to be concentrated on Administrative and Document Control
or Clerical, Typing, with exposure to Information Technology/Workflow and Imaging. Ms Nicolas has
26 years of work experience, with no management experience. A dedicated and loyal team player,
She has proven ability to rapidly learn new software programs and some operating systems. She
had a high degree of accuracy and strong attention to the details. She can work well under pressure
responding calmly to changing deadlines and shifting priorities and highly dedicated to the job and
committed to meeting goals. Experienced in Fusion, CONVERO, HDMS Extranet, TUTT, LIVELINK
and MS Office Application Suite, ADP@Work DataForma 101, CDMS, AJERA, Office 365, SharePoint,
OneDrive, Novatime Beanworks, DocBoss, Coreworx, Bluebeam.
EMPLOYMENT:
THERMON CANADA – EQ STAFFING
2025-APRL – 2025 MAY – CONTRACT
Tracking and issuing documents externally and internally as well as verification of the revision and title block content before submittals.
Responsible for the preparation and management of the Document Distribution Matrix (DDM) for each project and the verification of information entered by the originator of the document
Ensuring the originator and the responsible Thermon team are notified on all entries they have requested in an efficient and timely manner.
Responsible for the execution of document retention in accordance with Thermon's guides and procedures
Responsible for the preparation of manuals in accordance with project specifications
Maintain electronic document control system (DocBoss or any future DMS tool)
Copy, scan, and file engineering documents
Prepare shop packages for shop release
Able to function effectively in a team environment.
Able to plan, prioritize, and organize workload.
CENTRAL MOUNTAIN AIR – (CMA) – Administrative Assistant
2022_April at 2024_November
Assisting the President and VP for their needs.
Filing important documents, such as reports, financial statements, emails, and letters.
Processing and filing invoices. (i.e. Business and personal receipts).
Overseeing office supplies and services, including restocking, giveaways for the Trade Shows.
Supporting Account Payables, make sure they are getting their assigned invoices.
Aiding correspondence for the office, such as emails, letters, packages, and phone calls.
Updating office records and databases that contain personnel, financial, and office data.
Ensuring availability to help colleagues and employees where necessary.
Handled day-to-day administrative tasks,
Effectively maintained verbal and written communication with diverse groups of team members, while also working independently.
Paid attention to detail and worked on multiple projects simultaneously, while prioritizing time-sensitive tasks.
Responsibilities assigned were learned quickly and performed in a qualitative manner.
Used problem-solving skills to trouble-shoot and approach tasks in a solution-oriented manner.
Proficient in Microsoft Office Suites, Teams, Outlooks.
AIRPORT TERMINAL SERVICE – (ATS)
2021_Nov – 2022_April – Administrative Assistant
Process weekly timesheets for hourly Ramp Agent employees and follow up with corporate payroll
department when discrepancies arise.
Timesheets entered accurately and completed to ensure on-time processing of weekly payroll
Maintain and update employee information, such as record of attendance, leave and overtime to calculate
pay and benefit entitlements, in Canadian and other currencies, using manual or computerized systems.
Prepare and verify statements of earnings, indicating gross and net salaries, deductions such as taxes,
union dues garnishment, insurance, and pension plans.
Complete, process and verify forms and documentations for the administration benefits.
NUTRIEN/AGRIUM – Turnaround Administrative Assistant
2021_June – 2021_August (Contract-TSG Staffing)
Timesheets
Enter individual timesheets into spreadsheets.
Verifying scan times between timesheets to scanned time.
Timesheets entered accurately and completed to ensure on-time processing of weekly payroll.
Perform additional assignments, ad directed by the Turnaround Manager & Administrative Lead.
SharePoint
Migrated files from network drive over to SharePoint
Added documents to SharePoint folders
Updated vacation calendar
SAP
Closed work orders in SAP
Updated certain fields in SAP
Add Work Order Information into Master Spreadsheet
Searched and removed work orders from P&ID’s Drawings
CALIBRE COATINGS LTD. – Contract Admin / Production Assistant
2018_March – 2019_September
Assist Production Managers in the day-to-day duties of various project administrative requirements.
Working closely under the guidance and direction of Production Managers to complete
project efficiently and effectively.
Assist in planning and spec analysis to prepare awarded projects in accordance with the
project requirements.
Act as liaison with clients/subcontractors in expediting drawings and related information.
Maintain accurate and up-to-date project records and information.
Complete submittals and procurement of all project documentation.
Monitor projects to ensure compliance with company standards, procedures, specifications and
codes. Requesting WCB and Letter of Insurance to provide the Clients.
Set up projects as done now.
Deal with anything to do with the contract issued by the client.
Submit quotations on behalf of estimators as required.
Chase change orders for work completed that do not have a change order.
Coordinate financial related documentation w/ CMS staff and/or completes herself.
Issue contracts to Subcontractors for Production Manager as required.
LW SURVEY – Syncrude Timekeeper Administrator (CDMS-AJERA)
2017_March - 2018_February
Ensure Contractor CDMS Labor Exceptions are completed, and overrides approved or
rejected daily, providing clear and precise explanations for rejections.
Approve non-billable transactions assigned daily; Flag repeat exceptions to the
CDMS Administrator Leader.
Assist Approvers and Contractors in resolving issues escalating to CDMS Team Leader
as required.
Follow up with late authorizers weekly; Run Not Allocated and Not Accepted reports
daily and following up with timekeepers to action.
Create daily field reports (DFR’s) from daily texts, gate swipes, rosters
Manage all PO’s - new and current
Reviewing and Entering Labor and Equipment Hours to the CDMS
Creating Daily Roster Reports (DFR)
Entering all the Labor and Equipment hours to the AJERA
Support in project information, project file set up
Organize all information for month end invoices on all projects
WSP GROUP - Document Control
2014_Jan – 2017_Feb – (Northern Blizzard/HUSKY Rainbow Lake Projects/HUSKY Edam East/Vawn/
EnCana Kaybob Phase 1 and 2, Alta Gas, Spectra Energy Projects)
Technical Knowledge:
Set up document control files for both engineering and supplier documents.
Receive, log, track, file and monitor engineering and supplier drawings In an Electronic Data Management System.
Maintain the document controls database through Input of drawing information.
File and retrieve documents/drawings and originals necessary to facilitate the control of
Project documents.
Respond to Internal and external drawing and document requests.
Assist in the preparation of data books and subsequent filing and scanning for data book
completion, generate transmittals as required.
Assist In the turnover of drawings and documents at job completion either hard copy or
Electronically.
Set up and working with Directory structures for filing and storing electronic drawing files.
Demonstrates knowledge in selecting work methods of which project specific procedures to
be followed.
AMEC – Document Control
2011-Oct – 2013-December
DMG-CNQ (Document Control) CNRL - Extraction Plant 24 Trains 3-4
Worked on the CNRL project, ensuring all documents were in accordance with client and
corporate standards making certain Supplier for Reviews, Squad Check, and distributions
were issued appropriately.
Issued vendor and internal document reports as requested by the engineers, procurement and
vendors.
Maintained the flow of both electronic and hardcopy documents.
Performed, organized, and maintained a quality check of received documents and drawings.
Applied revision updates to technical documentation using Convero and Fusion.
Communicated effectively with engineering and vendor staff on the status of the drawings.
Registered and issued supplier documents in Convero and transferred those to the client
using FTP.
Document control Email management both external to/from client and internal to/from
Engineering/project.
Document control Email management both external to/from client and internal to/from
Engineering/project.
2011-MAY – MOVE TO DOCUMENT CONTROL AREA
AMEC AMERICAS LTD. (WCMP PROJECTS) - CALGARY, ALBERTA, CANADA
Project Administration/Document Formatting Specialist
Responsible for report formatting and presentation features (page layout, style of headings,
tables, covers, headers, footers, etc.) And I will not do anything that requires reading the
document.
Focusing on which documents have been issued, what revision they are at and when they
were requested.
Completing a checklist for every document that is issued for the project.
Assisting client’s Overall coordination of administration requirements including
correspondence management and filing.
Formatting/drafting documentation for management team.
2007-DEC – 2011-APRIL
SNC-LAVALIN ENVIRONMENT INC., CALGARY, ALBERTA, CANADA
Professional Assistant / Administrative Clerk/Word Processor
Maintains the confidentiality of the Managers and maintains filing if necessary and performs
clerical duties. Account and proposal openings.
Word Processing/Formatting and editing reports (small and large).
Proposal letters, faxes, memos, and general correspondence. Report preparation including
formatting (Word, Excel, and PowerPoint files).
Prepare CD labels and covers.
Proof reading proposals/reports for grammatical errors.
Creating PDF files from multiple file formats and overseeing the hard copy productions of the
final documents.
Other miscellaneous administrative duties, as required.
1992-2007 - TEKNICA PETROLEUM SERVICES LTD., CALGARY, ALBERTA, CANADA
Geological Technician / General Office Clerk
Sending the geophysical plots to HPDJ650c, HPDJ350c, and HPDJ1050c plotter via UNIX system.
Responsible for digitizing the geophysical maps, i.e., logs, seismic, lines, contours, shot points,
basemaps, wells, etc.
Edit digital log where necessary and format data for importation into log analysis software.
Curve preparation and verification, which include identifying curves, combining log runs were
necessary, selecting curves quality control, checking and depth matching.
Submit, monitor, and check results of mainframe jobs according to production job schedule.
Supprting staff in the correction and reruns of failed batch jobs.
Daily maintenance of equipment, cleaning plotters, tape heads.
Monitoring processing flow to optimum use of equipment by balancing CPU with input/output
intensive jobs.
EDUCATION - 1981 High School/Technical Diploma, Manila, Philippines
ADDITIONAL TRAINING
2016 - ADP and DATAFORMA 101
2014 - Sharepoint/ Convero / TUTT/ HDMS Extranet
2006 - ADP Pay Specialist Version 4.3 (Payroll)
1995 - Academy of Learning- Computer and Business Skills Training
1995 - Certificate Acquired for Introduction to Windows
1995 - Certificate Acquired for Windows Level 1 & 2
1995 - Training Course for Digitizing, Digi-Rule Inc.
1992 - Training Course for Xerox 5090, Certificate Acquired for Achievement, XEROX Canada
COMPUTER APPLICATIONS
Knowledgeable in the following computer systems and languages: Sharepoint Convero,
IBM VM/SP5, UNIX, IBM4381, SUN Spare, Versatec8900 color printer, Paint Design Jet Color plotter
(HPdj650c, HPdj1050c and HPdj350c) and the Rat and Ruler Digitizing Application, Microsoft Office,
Telnet, DOS, Windows XP, Log Scan, PowerPoint, Adobe, (TUTT) Ultimate Tracking Tools & (Livelink)
HDMS, CDMS, AJERA, NOVATIME
Contact this candidate