Senior Document Control Specialist with 20+ Years Experience

Professional Summary

With over ** years of experience in Document Control and Information

Management across diverse industries such as Oil & Gas (EPCIC projects), Construction (PWA), and Rail Infrastructure sectors. Adept at managing technical documentation, quality assurance, and regulatory compliance in alignment with ISO standards for major organizations including QatarEnergy, Ashghal, LREDC, Marafeq, Qatar Rail, and international Oil & Gas firms. Proficient in project management systems such as Procore and PMWeb and document management systems including SharePoint, Aconex, Assai, Documentum and SAP. Known for driving process improvements, ensuring data integrity, and leading cross-functional teams to support successful project delivery and compliance with industry standards.

Core Competencies

- Project Information Management and Documentation Supervision

- Electronic Document Management System Coordination

- Technical Documentation Handover and Asset Transition Support

- Data Integrity, Quality Assurance and Compliance

- Document Control Compliance & Governance (Policies & Procedures)

- Reporting, Documentation Tracking & Performance Metrics

- Stakeholder Coordination and Communication

- Records Management, Records Retention and Secure data Storage

- SharePoint User Access and File Structure Management

- Cross-Functional Team Collaboration & Issue Resolution

- Leadership, Mentoring & Supervision of Document Control Major Projects involved

Project: Dukhan Field Plant Turnaround Maintenance project Client/Company: QatarEnergy / Doha Engineering Services Project: New Gasoline and Jet storage Facilities in Mesaieed Client/Company: QatarEnergy / Al Aali International Project: Lusail Security Complex project

Client/Company: Qatari Diar / PWA/ Al Aali International Project: Lusail Pneumatic Waste Collection Plants

Client/Company: Ashghal / LREDC/Marafeq / Al Aali International Project: Qatar Rail Metro & Lusail Tram project

Client/Company: Qatar Rail / Project Management Consultancy

(Hill/Italferr/Astad)

Project: QG Train-3 Shutdown & PMP projects

Client/Company: Qatar Gas / Doha Engineering Services Co WLL Project: Dukhan Gas Lift EPIC Project

Client/Company: QatarEnergy / Snamprogetti

Sijo Joseph

Contact

P.O. Box 23349,

Doha, Qatar

Mobile: +974-********

E-mail: **********@*******.***

Soft Skills

- Organizational, Coordination, Planning

and effective Communication, Time

Management, Problem Solving,

Collaboration and Teamwork,

Adaptability and Flexibility,

Confidentiality and Integrity,

Leadership and Management, ability

to Work Independently and

Proactively

Technical proficiency:

EDMS Platforms: Aconex, Assai,

sharePoint, Documentum, Manasa,

Mezzoteam, Construction Project

Management software Procore and

PMWeb

Software: Microsoft Office (Advanced

Excel, Word, PowerPoint, Access),

Adobe Acrobat, Power BI

ERP & Planning Tools: SAP, Primavera

Database & Automation: Access, VBA

(Excel), Custom Reporting Systems

Training & Certificates

- Aconex Accreditation Program

- HSE Awareness

- Continual Quality improvement

- Fire Warden

- Basic First Aid

- Excellence in Customer Service

- Time Management

- Basic Arabic Course

Education & Certification

- Bachelor of Commerce (B.Com)

• Diploma in Computer Science

Languages

- English, Hindi, Malayalam

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Work Experience

Aug 2022 – Present Doha Engineering Services Co., P.O. Box 23349, Qatar

(Dukhan Field Plant Turnaround Maintenance projects) Position Held Senior Document Controller

• Oversaw all document control operations for Plant shutdown projects, ensuring alignment with project specifications and QHSE compliance standards.

• Coordinated timely distribution and retrieval of technical documents, work packs, and drawings to multidisciplinary teams, site personnel, and contractors, supporting critical shutdown timelines.

• Managed SharePoint-based document control systems, including user access, structured filing, and version control to ensure real-time availability of accurate documentation.

• Compiled and submitted comprehensive project handover documentation and final data books in compliance with client requirements and project close-out procedures.

• Utilized QatarEnergy’s in-house Project Document Management System (PDMS), Document Control Module used for tracking, reviewing, and managing project documentation in compliance with corporate standards

• Conducted systematic document audits to verify compliance with internal procedures, client specifications, and regulatory standards during the turnaround phase.

• Developed and implemented document retention and archiving protocols specific to shutdown projects, ensuring traceability and secure storage for all key records.

• Generated daily and weekly document status reports, highlighting distribution progress, pending approvals, and document-related risks to project management.

• Provided document control training and ongoing support to field engineers, planners, and subcontractors to maintain consistent documentation practices during high-pressure shutdown periods. Aug 2021 – Jul 2022 Al AAli International, P.O. Box 23930, Doha, Qatar

(QatarEnergy projects: New Tank Farm, Mesaieed, Qatari Diar Projects: Lusail Security Complex project

(PWA/Ashghal), Lusail Pneumatic Waste Collection Plants – LREDC, Marafeq Qatar) Position Held Senior Document Controller

• Execute Document Control activities as per client procedure and ensure adherence to established Engineering standards.

• Coordinate the receipt of technical documents from Suppliers and Vendors, including Material Submittal and Pre-Qualification and Method Statement, and prepare documentation for Client Submission.

• Supervise and support Document Control activities for ongoing QatarEnergy Projects, including New Tank Farm in Messaieed and West Bay Car Park, and Qatari Diar Projects such as Lusail Pneumatic Waste Collection Plants and Lusail Security Complex (Ashghal).

• Qatari Diar Lusail Pneumatic Waste Collection Plants Project, Created and configured Aconex workflow templates to facilitate document review and approval cycles.

• Maintain registers for all incoming and outgoing documents, drawings, and Correspondence, providing Weekly and Monthly submittal status reports to management.

• Ensure timely transmission of drawings and documents to recipients as per the Distribution Matrix.

• Regularly update the Master Document Register (MDR) and submit it to the client on a monthly basis.

• Ensure Document Control processes align with procedures and meet Key Performance Indicator (KPI) requirements.

• Log client requests, prioritize them according to criteria, and process them accordingly.

• Gather and consolidate data for Management Meetings, ensuring conformity with ISO standards.

• Compile, maintain, and update project dossiers containing essential documents, reports, and information related to project activities and outcomes.

• Perform careful quality checks to ensure documents are accurate, complete, and well-organized. cv-sijo Page 3 of 5

• Manage the submission, review, and approval processes for all project-related documents, ensuring compliance with quality standards and regulatory requirements.

• Formulate and enforce document retention policies to ensure compliance with data privacy and legal mandates.

Jul 2016 – Jul 2021 Italferr SPA, P.O.Box: 14023, Doha, Qatar

(Qatar Rail Project Management Consultancy (Hill/Italferr/Astad) for Metro & Lusail Tram project) Position Held Lead Document Controller

• Take responsibility for all aspects of corporate and project document control management, including establishing and implementing policies and procedures, managing operations, and planning for enhancements.

• Liaise with Qatar Rail, Contractor, and other stakeholders' Document Control teams on a day-to-day basis.

• Lead coordination functions regarding Electronic Document Management Systems (Aconex) with the service provider.

• Own the Project Document Control Plan and procedure, periodically reviewing for continuous process improvement and making recommendations for updates and modifications.

• Establish and maintain efficient procedures and policies for Document Control activities, managing access to confidential documents, and ensuring proper distribution.

• Review changes to standard Document Distribution Matrix (DDM) in consultation with the Project Controls Manager. Ensure that all the drawings and documents are transmitted to the recipients as per Document Distribution Matrix.

• Provide periodic status reports to give project management with real-time visibility and supporting data- driven decision-making.

• Manage the Document Control team, including providing guidance and training.

• Maintain registers and provide assistance and advice to the project team regarding Project document numbering.

• Create and set up Aconex Workflow templates for Reviewers for project document review and approval.

• Facilitate the smooth handover of projects from one phase to another or from one team to another, ensuring effective transfer of all necessary documentation, information, and responsibilities. Jul 2015 – Jun 2016 Doha Engineering Services Co., P.O. Box 23349, Qatar

(QG Train-3 Shutdown & PMP projects)

Position Held Document and Materials Controller

• Performs business support and day-to-day office administrative activities, including providing inputs, preparing reports, and presentation materials for Management.

• Establishes and maintains effective document control systems, ensuring accuracy, currency, and appropriate distribution of design documentation.

• Receives and directs visitors, arranging gate passes for authorized visits.

• Ensures that the document control function is executed according to procedures and timely as per Key Performance Indicators (KPIs).

• Logs and numbers all incoming and outgoing correspondences and drawings, retaining a master copy of the file for tracking and future reference.

• Monitors deliveries of raw materials and delivery levels.

• Conducts quarterly audits of materials inventory and recommends steps for better inventory management.

• Negotiates with suppliers, including shipping schedules and charges.

• Oversees the procurement, receipt, and distribution of materials according to project specifications and timelines.

• Implements inventory control measures to prevent shortages and minimize wastage. cv-sijo Page 4 of 5

• Conducts regular materials inspections to verify quality and compliance with project standards.

• Coordinates with suppliers and logistics teams to ensure timely delivery of materials to the project site. Jun 2004 – Jun 2015 Qatar Petroleum (via OilExec WLL), P.O. Box 47, Doha, Qatar

(Handled various EPCIC projects under Engineering Dept) Position Held Admin Records

• Oversaw the lifecycle management of engineering and corporate records in accordance with the Records Retention and Disposition Schedule (RRDS), ensuring compliance with internal policies and regulatory standards.

• Managed physical and digital records across multiple departments, including Engineering, Legal, Contracts, and HR, ensuring secure storage, fast retrieval, and timely disposal.

• Developed and maintained an organized central database to support accurate and efficient access to project documents and departmental files.

• Implemented document retention strategies based on legal and operational requirements, and ensured alignment with company policies during audits and inspections.

• Played a key role in transitioning from paper-based to electronic document management systems (EDMS), streamlining record handling across project lifecycles.

• Coordinated document control processes for engineering projects, including classification, indexing, tracking, and retrieval of technical records and correspondence.

• Conducted periodic audits and assessments to ensure compliance with document handling protocols and to identify opportunities for process improvements.

• Maintained and updated the Records Retention and Disposition Schedule (RRDS), and ensured appropriate transfer or amendment of records during departmental restructuring.

• Provided training and guidance to departmental staff on records management procedures and document control best practices.

• Generated regular statistical reports (monthly, quarterly, annually) and contributed operational insights to improve the efficiency of the Records Center.

• Supported budgeting and financial tracking for the Records Center, including monitoring expenditures and preparing variance analyses.

• Delivered day-to-day administrative support, including report preparation, presentation development, and data consolidation for senior management.

Dec 2000 - May 2004 Snamprogetti, P. O Box 6893, Doha, Qatar

(Dukhan Gas Lift Project of QatarEnergy)

Position Held Document Administrator

• Executes and maintains document control systems in accordance with ISO standards and company Site Document Control procedures.

• Monitors, controls, and releases drawings and documents through Docman, a PC client/server-based Electronic Data Management System (EDMS).

• Ensures timely transmission and distribution of updated drawings and documents to Clients and Contractors via standard transmittal procedures.

• Identifies and stamps as obsolete all superseded drawings and documents, filing them separately.

• Coordinates with Project Manager, Technical Manager, Consultant, Discipline Engineers and Contractors.

• Follows up with clients on responses to project drawings and documents sent for their Review/Comment/Approval/Signature.

• Controls the Request for Information (RFI) process flow by automatically tracking all requests and responses at every stage of the project and recording them in a permanent audit trail.

• Logs client requests in a project-wide register and prioritizes them according to criteria. cv-sijo Page 5 of 5

• Maintain registers and proper filing for Material Submittals, Purchase Orders, Test Certificates, Inspection Reports, Shop Test Notifications, Field Quality Control Plans, WPS, Welder Qualification Certificates, Site Acceptance Test Reports, Method Statements, etc.

• Sets up a technical library for International Codes and Standards like API, ASME, ASTM, AWS, BSI, NACE, and other reference documents.

• Receives, issues, and controls all Vendor/Supplier drawings and documents, Operating & Maintenance Instruction Manuals, Data Books, Quality Manual Record Books through Transmittal.

• Assists Project Specialist Leaders (PSL) in coding and registering all project documents.

• Plans and implements management software, developing a Data Processing Program in the MS Access Programming Environment to maintain daily and weekly reports for clients.

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