Sr. Document Controller
QAVI Engineers (Pvt) Limited
Total years of experience :21 years, 1 Months
Archiving /Scanning/Printing - Renaming, recording and filing incoming hard or electronic copies of drawings (Internal and
External).
Archiving /Scanning/Printing - Renaming, recording and filing incoming hard copies of drawings (Internal and External).
Ensuring all management system documentation is the current version and easily accessible.
Recording, checking and tracking all incoming and outgoing project documents.
Maintaining document logs for correspondence, material approval submittals, shop drawing, RFI (incoming & outgoing).
Assist in the preparation of the minutes of meetings with the project managers and directors
Maintain confidentiality regarding sensitive documents.
Maintaining relevant documentation including contract drawings, design and tender documents as well as submittals including materials, shop drawings, Request for Inspection (RFI), Material Inspection (MIR), design and structural calculations related to various projects.
Evaluating technical submittals and shop drawings prior to submission to the concerned engineers in compliance with project standards and baseline schedule under a stringent deadline of 14 days.
Preparing requisite reports including correspondence, manual drawings, document lists, allocating drawings, material transmittals numbers, etc to ensure the execution of organizational functions effectively and efficiently.
Keeping a record of all contractor submittals for scrutiny by Design Consultant Site Supervisor, and subsequently receiving and analyzing all returned submittals for actions, completeness, revisions numbering systems and dates of the shop drawings and product data samples, etc.
Providing support in the implementation of office tasks including maintenance of A/C’s, copy machines and plotters as well as placing orders for stationary, kitchen items and facilitating vehicle arrangements.
Undertaking security measures in office by examining fire extinguishers and safety equipment's on a regular basis.
Overseeing employees' activities, collating employee performance appraisals, and accordingly imparting training in accordance with company's standards.
Monitoring contractor performance, actively participating in the formulation of weekly highlights, and reporting the same to senior management.
Performs QA document control function, including document login, tracking, processing, approval, distributing, and archiving.
Assure compliance with document control, standards, policies and procedures, highlighting any errors or omissions.
Responsible for the maintenance and review of document management process.
Management and maintenance of Electronic Document Control System.
Ensure that the overall activities in the department meet the requirements of quality management, health and safety, legal stipulations, environmental policies and general duty of care.
Performs document quality check in accordance to Company engineering document control procedures.
Provides training and guidance to subordinates.
Acts as the Document Control Manager (DCM) in the absence of the DCM.
Lead resolution of all document control problems, issues and ideas for improvement.
Develop and maintain positive working relationships with the project team by seeking to understand their needs, properly setting expectations, and consistently meeting commitments.
Performing evaluations and document audits in the whole company.
Preparation of all documents and communicating with employees in order to make submissions early.
Responsible for coordination with all departments of the company.
Responsible for receipt, registration and distribution of all project documentation, maintenance and secure filing of all document revisions, transmittals and comments sheets.
Updating Document Control database by creating and amending records, and using search facilities to search for historical documentation.
Assist in the preparation of project documentation to ensure compliance with Company QMS Procedures.
Reviewing documents and reports to confirm compliance with the Company QMS Procedure prior to issue.
Coordinating scheduled inspection activities with Company personnel, Client representatives and regulatory bodies.
Maintain a library of company documentation at Site offices.
Provide a link between project team and head office or projects within facilitate close-out of project and handover of deliverables.
Implements systems for monitoring documentation / communication from both internal and external clients.
Prepares standard correspondence for the Project Team, to include; document flow, basic cover letters, copies of meeting documents etc.
Complies with tracking requirements in accordance with the approved procedures.
Managed document processes/filing systems to ensure control and availability of documentation to the upper management for smooth execution of all administrative activities of the project.
Provides personal assistance to the Directors and Project Management Team as required.
Supports the receipt, tracking, and monitoring of documents through the use of standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required.
Do Administrative tasks such as updating section personnel files and also vacation schedules etc.
Preparation of Travel Plan, Maintain record and billing of Air Tickets for Directors.
Plan and execute the internal audits as per the annual audit schedule.
Issue, manage and control the corrective actions generated by the internal audits.
Perform internal quality assurance audits to ISO 9001:2000 and other applicable Standards to ensure corporate and regulatory compliance.
Create formal audit reports and assign associated corrective actions.
Assists company efforts to maintain ISO 9001:2000 certification/compliance through internal audits and supporting third party assessments.
Identify areas of opportunity and support continual improvement of the Quality Management System.
Establishing, documenting, implementing and maintaining / continually improving the QMS as per ISO standard. Ensuring that the QMS processes are established and maintained.
Reporting to Projects Manager on the performance of the QMS and making recommendations for improvement.
Quality Manual and Procedures review and development.
Received/Scan/File and Distribute transmittals, submittals, technical queries, formal/informal letter and other pertinent documents to Main Contractor, Project Manager and Project Engineers.
Maintain and control Daily Work Inspections.
Maintain a central project filing system.
Provide assistance and support in the completion of documentation requests and searches.
Maintains computer software and hardware. Assist end-user with their LAN access. Do other task as required.
Assist other with software problem and computer setup.
Faxing, photocopying and filing are also included in the regular duties.
Preparation of timekeeping and overtime forecasting for regular and sub-contractor employees.
Assist in the recruitment process which includes preparing job advertisements, organizing interviews, obtain security and medical checks, post staff data in the system, provide ID and staff building access and undertake other related administration duties.
Assisting in planning for career progression, succession, training or development and knowledge management.
Posting the weekly transaction and insure accurate data entry in the system.
Prepare monthly attendance report and approve staff leaving & rejoining.
Prepare / update reports, staff lists and organization charts.
Organize and update filing system.
Prepare reports and undertake special assignment as required.
Supervision of Online Documentation using ACONEX software.
Responsible for creating, checking and timely online delivery of data to Clients.
Responsible for all in-house database maintenance.
Involved in Hardware and Software maintenance for the site office.
Execution of Quality Plan and maintain site execution records accordingly.
Maintain register of in process inspection, drawing submittal, material submittal, method statement submittal, NCR, RFI & CVI submittals.
Submission and discussion (if required) all transmittal for main contractor.
Maintain register of routing documents.
Actively involved in the ISO 9001 external Audit for the company.
Introduction to Cyber Security
Graphic Design
AutoCAD Training Course
Freelancing
Quality Management System Internal Auditor
87%
Bachelor of Science Degree