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CV Document Controller/Information Management, Office Administrator, Jacobs Canada, Aker Kvaerner

Document Controller/Information Management, Office Administrator, Jacobs Canada, Aker Kvaerner

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CV/Resume ID no.: 99773

Location (Residence): Calgary, Canada
Citizenship: Canada
  Native: Spanish Chile
  Other: English Canadian
Education & Experience: Work Authorization & Relocation:
  Vocational in Management Certificate

Years of Experience: 30 years
Authorized to work in:
Present Location:
   Canada, Calgary
   United States, United States
Category Subcategory Ability Experience
Administration Document Control Trainee 16 years
Administration Administration Trainee 16 years
Other Data Entry Trainee 18 years
Other Customer Service Trainee 6 years
CV/Resume Details
1. Summary (Cover Letter) - CV/Resume Part 1 [Mandatory]

I have completed a General Management Certificate, with the University of Calgary, covering all general aspects of Human Resources, Accounting and overall business management.

My most recent position was as Information Management Officer (Document Controller) for Jacobs Canada / Multiple Projects Group where I assumed responsibility for the Sustaining EP Program with NOVA Chemicals and their 20+ projects, ensuring the Lead Engineers and Management team provided our client with all the correct/pertinent documentation, ensuring all processes and standards had been adhered to. I created and issued all EWP packages as well as any other document exchanges by way of transmittals and hard copies. I also archived and closed projects as required; as well as maintained various database and filing systems. Also had some exposure to data book creation. I am well versed with all Microsoft programs, as well as Jacobs’ own database system, JPI and Suncor’s system Livelink.

I was also the audit coordinator for the Suncor Firebag 3 Project, where I was solely responsible in ensuring that all documents exchanged between Jacobs and Suncor simultaneously existed in our JPI system as well as Suncor’s Livelink system. This was an arduous task, involving some 30,000 documents which took nearly 1 year to complete. Through this experience I learned to do bulk uploads, and the overall succession of documentation in the EPC environment.

Prior to above, I held a position with another Engineering company as Office Administrator; my responsibilities ranged anywhere from maintaining all office equipment leases, new staff orientations, coordination of international travel for the president and engineers, office premise concerns, some presentations and reports compilation to the coordination of an office move of our then 200 employees. Due to an organizational restructuring my previous position with this company was Project Control Assistant; providing support to the Commercial Manager with monthly cost reports, client invoices, month-end reports and the master document register.

Additionally, I was the safety representative for our office (with various courses taken to better support this role through the Manufacturer’s Health and Safety Association). In this role I provide safety orientations, oversee any safety concerns and maintained all safety records for our office, reporting directly to our HSE Coordinator.

Possessing excellent oral and written communication skills in both English and Spanish better enables me to offer your organization mature commitment, dedication, enthusiasm and a true desire to grow and learn from the ever changing needs of the business environment, without ever compromising my friendly, approachable and professional conduct.

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

12/06 –02/2009
DC level Document Controller/Info. Mgmt Officer – Nova Lead

• Processing of Engineering and some Vendor Documents for multiple clients within the Multiple Projects Group Department at Jacobs
• Currently and primarily processing documents for various (20+) Nova Chemicals projects using both the JPI system and Nova’s AIM system (Asset and Information Management)
o Reconciling engineering documents to both systems
o Retrieving information and revisions from AIM to Jacobs team
o Issuing engineering and reference documents from various sources (FPT sites, e-mails, engineers) to Jacobs and Nova team as required via transmittals
o Interfacing with client - maintaining good rapport and understanding with Information Management’s counterpart at Nova
o Troubleshooting as needed
o Closing and archiving of projects in adherence to all standards and procedures
• Also working with Suncor’s database program – Livelink
o Reconciling engineering documents
o Retrieving revision information
o Troubleshooting as needed

05/10/04 – 12/06

Office Administrator, Projects Control Assistant, Time Control Administrator, Safety Representative

• Responsible for all facets of office administration such as maintaining/creating equipment leases, overseeing security issues, providing administrative support to the management team, providing orientations for all new employees, coordinating trips, meetings, vacation schedules, foreign delegate arrivals/accommodations, entertainment and building maintenance (cleaners, parking, , supplies…)

• As Project Control Assistant I was responsible for the month-end reports to the Client, Cost Report/Labor Report monitoring, Client invoicing and the full maintenance of the project’s Master Document Registry.

• As Time Control Administrator I am responsible for the weekly collection of hours and project activities, with a by-directional link to the Primavera scheduling system. Various reports are also produced for management as needed.
• As a Safety Representative I ensure all personnel have had a Safety Orientation, are current with respective safety certification, maintain a safe work environment and notify Safety Coordinator of any unsafe issues in office.

03/18/91 – 08/02/03

01/01 – 08/03 Support Officer

• Maintenance of Mortgage Tax accounts, ensuring that sufficient funds are being collected for the payment of property taxes.
• Providing support to all branches, in the Western Region, on all aspects of taxes.
• Keeping customers up to date on the status of their tax accounts.
• Ensuring the timely payment of all assigned municipalities is paid.

03/97 – 12/00 CAPPS/Lockbox Officer

• Servicing Can/US clients with their accounts receivable payments.
• Prioritize and manage time for self and six other junior colleagues, to ensure all deadlines/daily functions are met in a timely and orderly manner.
• Compile and input data, as specified by each client.
• Generating daily and month-end reports for Dept. and all clients.
• Providing clients with all day-end reports, faxes and transmissions.
• Troubleshooting, when system not responding, in conjunction with affiliate banks.
• Assisting in the initial set-up of new clients, with their servicing and billing needs.
• Budget, control and monitor all inventories for both Departments.

11/94 – 03/97 CAPPS/Lockbox Clerk

• Processing all incoming mail for clients.
• Compile and input data, as specified by each client.
• Balance, transmit/fax all clients’ day-end reports.
• Courier all day-end deposits’ hardcopies.

03/91 – 11/94 Processing Clerk

• Process all Payment Billing received by Bank
• Separate and distribute to corresponding Banks and balance.

06/89 – 06/91


• Assisting Branch Manager and Lending Officer with all pertinent paperwork (mortgage documents, loans, credit checks…)
• Providing clients with daily banking needs, as necessary.

11/85 – 02/89

International Teller

• Provide walk-in and phone customers with all their international banking needs. Ranging from hard currency to electronic transfers.
• Buying/Selling foreign currency for the Int’l Dept. from the Int’l Traders.
• Balancing daily flow of foreign currency.

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

09/01 – 06/04 University of Calgary
Management Certificate
07/04 – 03/05 Manufacturers’ Health & Safety Association (MHSA)
Safety Basics, Accident Investigation & Hazard &
Assessment Analysis
09/20/01 Intranet Training
In-house training at Bank of Montreal
09/99 – 03/00 New Horizons Computer Learning Center
In-house training at Bank of Montreal
04/96 – 05/96 Mount Royal College
Computer Training
09/84 – 06/85 Mount Royal College
Geology / Geography courses
09/81 – 06/84 University of Calgary
General Studies

4. Computer Skills - CV/Resume Part 4 [Mandatory]
Computer literate in Microsoft, Excel, Word, PowerPoint, Win 95/98/00/XP, Office 03, Adobe Acrobat (5 & 7) Visiotech, and a small working knowledge of AutoCAD.
Knowledgeable with information/schedule systems such as AIM (Nova Chemicals), JPI (Jacobs Canada, Inc.), Livelink (Suncor), Time Control (Aker Kvaerner) and Primavera
5. Other Skills - CV/Resume Part 5 [Optional]
• Ability to manage time in meeting productivity and quality standards effectively.
• Excellent organizational skills.
• Strong interpersonal and communication skills.
• Very strong data entry/keyboarding skills with high regard for accuracy and detail.
• Great personnel training skills.
• Multitask in high-energy environment with ease.
• Proven problem-solving and troubleshooting capabilities.
• Able to compile and input data in a fast paced environment.
• Strong customer service focus: capable of providing quality service with ownership.
6. Additional Information - CV/Resume Part 6 [Optional]
Volunteer for CIWA (Canadian Immigrant Women Association) as translator from Spanish to English
Volunteer as fund-raising organizer for the Autism Society


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Document Controller/Information Management, Office Administrator, Jacobs Canada, Aker Kvaerner
CV/Resume ID no.: 99773

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