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CV Administrator - Document Controller with 7 Years Experience

Administrator - Document Controller with 7 Years Experience

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CV/Resume ID no.: 84569

Location (Residence): Nileshwar, India
Citizenship: India
  Native: Hindi, Marathi
  Other: Tamil
Education & Experience: Work Authorization & Relocation:
  Masters in Business Management

Years of Experience: 7 years
Authorized to work in:
   Saudi Arabia
Present Location:
   Saudi Arabia, Al-Khobar
   Anywhere (International)
Category Subcategory Ability Experience
Administration Administration Experienced 2 years
Administration Administration Experienced 4 years
Administration Document Control Basic 9 years
CV/Resume Details
1. Summary (Cover Letter) - CV/Resume Part 1 [Mandatory]

I am working now in Saudi Arabia as Administrator. I am having 7 years experience as Administrator and also as Document controller.

2. Work Experience - CV/Resume Part 2 [Mandatory]

 Name of the Company: Saudi Arabian Kent Co. Ltd, Al-Kobhar.
Kingdom of Saudi Arabia– Sponsor
Foster Wheeler Arabia Ltd – Hired
Project: Sharq 3rd Expansion Project, Al-Jubail, KSA
Reporting to: Admin Manager
Period of Work: March 18th 2007 – Till date

Experience of 1.6 year

 Duties –

 House keeping Management
 Managing Annual Maintenance Contracts for electrical maintenance and maintenance of office equipment like Telephone, Computers, Xerox Machine, AC machine, etc.
 Ensure manpower requirements comply with the budget.
 Coordination with the recruitment agencies for deployment.
 Prepare schedule for Interviews.
 Inform candidate of their status (verbal / written) and update database.
 Follow up with Personnel Executive on the selected candidates’ status and keep candidate and dept head updated of the same.
 Maintain an active data base, keep track of unsolicited applications and CVs, and follow up on the records of walk-in applicants to identify those suitable for further consideration.
 Review all invoices of recruitment agencies and follow up with accounts dept for payments.
 Maintain employee files.
 Prepare Prior Approval Form (PAF) for new employee and follow up for approval.
 Prepare New/Renewal ID form and follow up Industrial Security Department for issuing New/Renewal ID for employee.
 Coordinating all the training courses and maintain a staff training records.
 Prepare and maintain the appointment schedule of Admin manager.
 Handle Leave application processing.
 Update timesheets and handling of claims.
 Maintaining scheduling record.
 Deals with the GM and other top managers' outgoing correspondences, ensuring its accuracy and timely production and dispatch.
 Organizes travel arrangements and hotel reservations as necessary for the GM and other top managements within the Kingdom and overseas.
 Arranging appointments, organize meetings/conferences.
 Meet and greet clients and visitors.
 Set up accommodation and transportation arrangements for company visitors.
 Arranges travel itineraries, ticket reservations, travel advances and ticket purchases as required.
 Requisition, receive and store office supplies ensuring that basic supplies are always available.
 Assisting in drafting and typing letters.
 Organizing / maintaining / handling/ filing all internal and external correspondence.
 Keep a record of incoming and outgoing correspondence and follow up on action taken on each one.
 Maintain and update the computer filing index system.
 Coordinating travel arrangements for staff on work matters.
 Follow up with staff and/or clients on reports like Weekly Construction Progress Report from Contractors, Industrial Safety Report from Safety Department, Weekly Man Hours Report from Contractors and Client.
 Assisting in preparing PMC-Weekly & Monthly Construction Progress Report and Director’s Report.
 Assisting/attending to all incoming calls for the department.
 Prepare and distribute Memos and notices.
 Perform general clerical duties to include photocopying, faxing, mailing, and filing.
 Maintain hard copy and electronic filing system.
 Organize Staff anniversaries.
 Any other duties as assigned from time to time.

Reporting to: Lead Document Controller

 Duties –

 Interface with Document control personnel between the Project PMT office and site. Interface with the EPC contractor document control personnel.
 Preparation of transmittals and distribution of engineering, supplier and technical data as required.
 Ensure project drawings and documents are issued in a controlled manner and within agreed time-scales.
 Ensures revised/updated documentation is accurate and approved prior to release.
 Maintain and prepare project documentation for archive.
 Prepare distribution matrix.
 Manage the document/drawing review process, Internal and External.
 Ensuring that transmittals are transmitted and acknowledged on time.
 Ensuring that all recipients are transmitted the drawings when new revisions of drawings are received.
 RFI’S documents logged, indexing and distributed to inspectors according discipline
 Receiving Electronic copy. All types of Drawings for review and approval.
 Login and distribution according Distributions Matrix. Distribution of Electronic documents by using DMS software.
 Issuing drawings and documents to predetermined recipients and reports to client.
 Filing all drawings and maintaining documents.
 Chasing engineers to return the vendor documents and inhouse drawings on time.
 Coordinating with the head of delivery and development, to ensure that required documents are obtained and distributed correctly.
 Responsible for the archiving of project documentation and ensuring that client can easily retrieve them.
 Providing various reports for project management, client, site personnel and subcontractors.
 Maintenance of electronic and paper filing systems and associated logs.
 Delivering weekly reports and ECN status to the Consultants and Subcontractors.
 Providing weekly follow up documents and drawings to Consultants.
 Managing the processing of all documents to ensure details are added to the database and transmittals created for the distribution of document to various department and engineers.
 Managing various reports according to each discipline/category by internal and external Engineers and Sub Contractors.
 Issuing the progress report to Project Management scanning of all-important engineering and supplier documents.
 Inputting of supplier's documentation onto tracking database.
 Responsibility to tracking of engineering documentation.
 Archiving of all original documentation within standard engineering group.
 Compiling schedules registers and reports on daily/weekly/monthly basis.
 Receive and send all official documents between the client and the contractor and other organizations within projects, logs entries for tracking purposes.
 Coordination with Client, Engineering Contractors, Joint Venture Partners, Subcontractors & Project Management Team and other Internal Departments for Documentation related issues.
 Control all Incoming and Outgoing Drawings / Documents etc. Ensure timely distribution of all the Drawings / Documents with correct revisions to all parties as detailed in the distribution matrix contained in project procedures.
 Produce reports as required by management & other parties from time to time. Ensure all project documents/drawings & correspondences are available in paper version & electronic version (scanned & native format).
 Maintain the incoming and outgoing documentation for Project Team Management (PMT) using the company procedures and systems, by manually and electronically.
 Preparing Project letters for Site Manager, and faxing and distributing to Client and concerned Sub Contractors. Downloading, copying and printing of incoming and outgoing project documents and drawings which were stored in Project Website.
 Corresponding with the required personnel (Disciplines, Subcontractors and Client) for receipt of outstanding documents and following up and preparing document status reports periodically.
 Receiving all relevant documents, and ensuring the technical documents are stored properly and creating efficient data storage/filing system. Developing and maintaining up-to-date efficient systems.
 Ensuring safekeeping and maintenance of technical records and master documents (hard copies) stored in Technical Service Library. Control the flow of technical retrieval using database logging registration.
 Development and implementation of Document Register and reporting of document status consistent with project requirements.
 Supervising data entry of technical documents in the company and ensure the correct revision and location of documents into their designated electronic folders.
 Carry out quality checking on incoming and outgoing documents before uploading in the system and track receipt, distributions and review of engineering and vendor documents.
 Handling confidential documents strictly observing necessary controls/access restrictions.
 Liaise with project personnel to gather data on project requirements and schedules.
 To maintain the engineering documents, P&ID, Vendor drawings specification, Instrument Drawing and mark up ISO.
 Name of the Company: KIRTI DEVELOPERS, Pune (Dist) Maharshtra (State)
Reporting to: Managing Director
Period of Work: AUGUST 5TH 2003 – FEBRUARY 28th 2007

Experience of 3 years

 Duties –

 House keeping, Facilities and Event Management.
 Managing Vendor contracts for building management services including electrical maintenance and maintenance of office equipment like Telephone, Computers, Xerox Machine, AC machine, etc.
 Managing Courier Service, Transport.
 Handling travel Arrangements / Hotel Bookings.
 Handling Office Supplies, Stationary etc.
 Handling Visiting Cards, ID Cards, Gift Items.
 Dealing with Housekeeping staff, Security etc.
 Email Correspondence.
 Preparing Appointment Letters.
 Maintaining Staff Record Dept Wise.
 Keeping record of service employees.
 Maintaining attendance Record of Labour Employees.
 Preparing Employee Sheet.
 Making Payments of salary.
 Handling Site Supervision.
 Helping in billing work.
 Vendor Follow ups.
 Maintain Inward and Outward registers.
 Manual and Computerised filing of the documents like 7/12 and Mutation Extract, Search Report, Public notice, Zone Certificate, ULC and NOC, Demarcation, Phalni, Village Maps, Power of Attorney, Development Agreement, Sale Deed, Purchase Deed, Confirmation Deed, Sanction Layout Plans etc.
 Maintain Booking Registers & Files.
 Maintain Sale Deed Registers & Files.
 Maintain Purchase Deed Registers & Files.
 Check the Bill.
 Prepare the Document for Sale Deed.
 Prepare the Document for Purchase Deed.
 Make the purchase order and follow up the party.
 Maintain Soft and Hard copy of the Legal Documents.
 Follow up the venders and collect the Documents for maintain the legal documents for Legal Department.
 Co-ordinate with Legal and Marketing Department and help them to get updated information about the project.
 Give the Update information to the Clients about the ongoing and upcoming projects
 Preparing reports by determining information needs, collecting, analyzing and summarizing information, data and trends.
 Implementing strategies and action plans with internal resources.
 Business development through proper correspondence with Customers.
 Follow-up with the Customer for payment.
 Preparing weekly / monthly reports.
 Customer Satisfaction by giving accurate information in the shortest possible time.

 Name of the Company: DPSOFT Information Technology Pvt. Ltd, Pune (Dist)
Maharshtra (State) India
Reporting to: Managing Director
Period of Work: JULY 13, 2001 – July 31, 2003

Experience 2 years

 Duties –

 House keeping Management.
 Managing AMC for electrical maintenance and maintenance of office equipment like Telephone, Computers, Xerox Machine, AC machine, etc.
 Handling Courier Service.
 Handling travel Arrangements / Hotel Bookings.
 Handling Office Supplies, Stationary etc.
 Handling Visiting Cards, ID Cards, Gift Items.
 Email Correspondence.
 Maintaining Staff Record Dept Wise.
 Keeping record of service employees.
 Conversion of PDF files to Word Document by using Omni and Abby FineReader 7.0 Software.
 Proofing and Quality Checking of Converted Files
 Maintain Record of QC Department.
 Maintain Register of QC Department.
 Prepare the QC report of the Floor and QC report of the Clients.
 Prepare Project Status report.
 Visit and Give Instruction to the Clients.
 Co-ordination and Correspondence with Vendors and Clients.
 Conduct weekly and Monthly meeting of the QC Department.
 Give the training to the New QC Operators

3. Education & Training - CV/Resume Part 3 [Mandatory]

 Post Graduate Diploma In Business Management From Central Institute Management, Ambala City.
 Certificate Course in Financial Accounting from Mitcon E School, Shivaji Nagar, Pune.
 B.A. From Kannur University-1998-2001.
 Higher Secondary Certificate (H.S.C.) from Calicut Universtiy, in 1998.
 Secondary School Certificate (S.S.C.) from Kerala Board, India in 1996.

4. Computer Skills - CV/Resume Part 4 [Mandatory]
 Diploma in INFORMATION technology under Maharashtra Govt.
 Internet.
5. Other Skills - CV/Resume Part 5 [Optional]
 A good knowledge of filing systems.
 Capable of working on daily routine DCC duties with no supervision.
 Ability to complete tasks as directed by supervisor, meeting tight time scales when required.
 Ability to develop skills as required and a willingness to learn.
6. Additional Information - CV/Resume Part 6 [Optional]
Superlative communication and team-building skills.
 Ability to manage multiple tasks in a pressured environment.
 The ability to effectively prioritize tasks and manage a full support team.
 Good team player with excellent organization and motivation skills.
 Ability to communicate with people of all levels and backgrounds.
 Vendor relations, Clients relationships, developing standards and Understanding the customer.
 Strategic planning, Vision and Emphasizing Excellence.
 Negotiation. Communication, Co-ordination and Flexibility.
 Effective Team Working Abilities, Process Improvement and Quality focus.
 Optimistic, Disciplined & Honest.


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Administrator - Document Controller with 7 Years Experience
CV/Resume ID no.: 84569

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