Document Controller / Technical Assistant / Office Assistant


Last Updated: 6th March 2019 (over 3 years ago)

Address
Philippines

E-mail
Locked

Phone Number
Locked

Gender
Male

Age Range
35 to 44

Qualification Level
Degree

Languages
English, Filipino

Summary

To Whom It May Concern:

As an experienced and skillful professional with more than seven years of comprehensive experience managing and organizing corporate documents to ensure full availability and accuracy, I am confident I can make an immediate and substantial impact on your company’s success as your next Document Controller.

My duties and responsibilities lies in managing proper document storage and accessibility while communicating routinely across multiple departments and teams to implement document management and control procedures. With a solid history of managing all facets of document control, I also excel at leading teams and redesigning processes to maximize efficiency and accuracy.

My qualifications include the following:

• Ability to plan, organize, lead and coordinate the Document Control function within our multidisciplinary Engineering group, in order to meet the needs of the projects, proposals and Company’s quality requirements and timely deadlines (milestones).

• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.

• Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.

• Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.

• Earning a Bachelor’s Degree in Computer Science.

With my dedication to driving efficient and accurate document control functions, combined with my finely honed leadership and communication skills, I believe I would be an excellent addition to your team. I look forward to discussing the position with you further. Thank you for your consideration.

Respectfully Yours,

Ronald E. Acuña
Document Controller (Oil &Gas)
Mobile No.: +63 917 590-8188 (Philippines)
Skype ID: onateajuly01
Immediately Available

Education

Technological University of the Philippines (TUP)
Bachelor of Science in Computer Science

   Jun 1996
— Mar 2000

Experience

Abu Dhabi National Oil Company (ADNOC Group) – Oil & Gas
Document Controller

   Jul 2014
— Feb 2018

Duties & Responsibilities:

• Establishes and maintains a comprehensive filing system for correspondence and other material. Maintains files and records for the Engineering Department Manager’s office, including files of the department’s staff, ensuring adequate security measures are taken with regard to confidential papers and documents of significant importance.
• Responsible for establishing and maintaining an effective document control systems. Ensuring that all design documentation is accurate, up to date and accurately distributed to relevant parties.
• Ensure that Project Team and contractors comply with the document management system process and procedures.
• Receiving incoming mail, sorts and registers receipt, date stamps, attaches references as necessary and passes to Engineering Department Manager or other Division/Department concerned. Delivers confidential or urgent material directly to the addressee. Prepares outgoing mail for dispatch, checks contents where necessary to ensure acceptability, accuracy and that the appropriate signature has been obtained.
• Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.
• Timely completion of tasks with adherence to defined Quality standards and procedures and timely resolution of issues.
• Drafts correspondence as directed. Prepares and distributes Activity Reports and Maintenance Statistics and provides assistance with Budget preparation and administration.

Daewoo Engineering & Construction Co. Ltd. (EPC)
Material Controller / Document Controller

   Dec 2010
— Jun 2014

Duties & Responsibilities:

• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable.
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.
• Ability to plan, organize, lead and coordinate the Document Control function within our multidisciplinary Engineering group, in order to meet the needs of the projects, proposals and Company’s quality requirements and timely deadlines (milestones).
• Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
• Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.
• Reporting on the performance of the document control system for review and as a basis for improvement of the documents control system.
• Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.
• Ensure the correct stamping all documents or drawings in accordance with the prevailing document control procedures.
• Maintain records of engineering documents and drawings in hard copies and electronic files and monitor the revisions and approval status thereof.
• To maintain the record of all controlled documentation – issue, status and location.
• Record of Drawings, Method Statement, Material Submittals, Sample Submittals, RFIs, Payment Certificates, Documents of Civil, Mechanical, Instrumentation, Electrical, Piping, Structural Documents, Drawings, Specifications, Calculation Sheets and Data Sheets, Progress Reports, Survey Reports, etc.
• Scan and store the approved shop drawings in the database so that the project team can access.
• Document distribution by Transmittal System as per Document distribution Matrix for Hard copy and Electronic Document Transfer.

Baco-Epik-Metis Joint Venture (BEM-JV) Construction W.L.L. (EPC)
Document Controller

   Jun 2009
— Jun 2010

Duties & Responsibilities:

• The primary role of a document controller is to manage all drawings on a project within a master drawing register and to ensure that any new revisions of drawings are transmitted to the relevant recipients as soon as they are submitted.
• Registering of internal and external documents.
• Maintain document control registers / documents for incoming and outgoing project documents.
• Ensure that the latest revision and approval status of drawings is kept updated continuously.
• Ensure all hard and electronic copy distribution of controlled documents to focal point.
• Maintain documents for transmittal process for project documents.
• Expedite responses to transmittals sent for review/comment and maintain acknowledgements to transmittals.
• Respond to queries regarding revision status of issued drawings / documents from engineering / drafting personnel.
• Manage the electronic and hard copy filing of project related technical documentation.
• Scanning, creation of CD and file manipulation.
• Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
• Filing and archiving of documentation to facilitate easy retrieval at a later date.
• Sending of Drawing Transmittals and Submittals.
• Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted.
• Production of status reports for weekly / monthly meetings.
• Manage the document/drawing review process, Internal and External.

Baker McKenzie (Multinational Law Firm) – Global Services Manila, Inc. (BPO)
Document Specialist

   Nov 2004
— May 2009

Duties & Responsibilities:

• Review finished jobs coming from the Document Specialists, check document accuracy and format. Make the necessary corrections prior to sending the finished job to the client.
• Open, sort and categorize all incoming information to the department and distribute to the appropriate people in a timely fashion.
• Process all incoming and outgoing communication in the form of emails, letters, voice messages or other forms of communication.
• Duplicate, file, record and log of data shared between departments within the Firm.
• Supervise any support staff and ensure all Firm policies and procedures are being implemented.
• Secretarial backup and overflow from different offices of Baker & McKenzie around the firm.
• Word Processing and Transcription – from dictated letters, memos and agreements to meeting notes.
• Document Editing, Mark-up and Formatting.
• Document Comparison using Workshare Deltaview Software – in order to help identify and log differences between documents including those between a stenographer’s notes and audio or videotapes of depositions and hearings.
• Excel spreadsheets and databases – we develop, consolidate, format and maintain spreadsheets and client matter and other databases used in the course of business.
• Document Conversion – we unzip files using ZipCentral and create PDFs to “lock in” text.
• Processes all job requests assigned by the Team Leader/Supervisors/Client.
• Complies with the deadline/turnaround time set by the Clients. Where appropriate, handles the management of projects assigned by the Supervisors.
• Responsible for incoming and outgoing of a certain job or request from different offices around the firm.
• Review the documents and requests coming from the client and logged according to logging specs (e.g. copy typing, document formatting, document editing, voice file transcription, etc.).
• Check the turnaround time of the specific job or request and rely to the client.
• Knowing the status of the on-going job and on queue and give the client an update.
• Report to Quality Control Officer on quality issues and submission time.

Athena e-Services Corporation (BPO)
Data Analyst / Document Specialist

   Jan 2003
— Nov 2004

Duties & Responsibilities:

• Key in data from printed documents such as correspondence, memorandum, reports, manuals, brochures, publications, leases, contracts, agreements, financial statements, invoices, purchase orders, forms, presentations and other types of document using pre-modified computer interface.
• Proofread and edit material prior to compilation in order to detect and mark any typographical or compositional errors.

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