shahzad zafar
Document Controller / Secretary
Doha
Summary of Career
1. Highly recognized in the community, having 12 years of UAE, KSA & Qatar experience as Document Controller / Project Secretary in the field of Construction, Oil & Gas divisions & I can meet the challenges that your company will entrust me. I am a recognized expert in the field of documentation.
2. • Designing and implement document management procedures such as document coding system, documents distribution and approval, correspondence and meetings procedures, documents classification for progress control.
3. • Maintain the standard document control processes and tools at project level, implementing a Project Document Management Plan, aligned with the overall requirements of the Document Management Function
4. • Provide oversight of the transmittal process for issue of documents; distribute documents and comments according to the Project distribution matrix.
5. • Provide detailed reports on document status to project management and expedite document development or reviews / approvals as required.
6. • Maintenance and continual improvement of Document Control Management System as per ISO Standard. Monitor the document control requirements on an ongoing basis so as to make recommendations for any improvements in the system if necessary.
7. • Receive and distribute project documents and drawings based on the Document Distribution Matrix to the right department and right person (action parties) as per agreed procedure after Project Manager’s Review.
8. • Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.
9. • Ensure the correct stamping all documents or drawings in accordance with the prevailing document control procedures.
10. • Record of Drawings, Method Statement, Material Submittals, Sample Submittals, RFIs, IR’s, NCRs, Contracts, LOIs, Payment Certificates, Documents of Civil, Mechanical, Instrumentation, Electrical, Piping, Structural Documents, Drawings, Specifications, Data Sheets, Progress Reports, Survey Reports, Soil Investigation Reports etc.
Experience as Document Controller / Project Secretary
01 January 2007
15 May 2012
• Standard Document Control function, i.e. Track the creation, update, approval and versions of documents of all types, ensure compliance with Quality Management Systems, become the focal point with regard to document tracking and distribution.
• Stamping seals on documents / drawings, Controlled Copy, Uncontrolled Copy, Master Copy, and Issued for Construction, Obsolete, etc.
• Maintaining log for Incoming & Outgoing documents / drawings.
• Uploading & Downloading Documents from Client from SharePoint.
• Arranges document cataloging, packing, Verifies retention requirements & long-term storage of appropriate documents.
• Document distribution by Transmittal System as per Document distribution Matrix for Hard copy and Electronic Document Transfer.
• Provides weekly/monthly reports on document status.
• Distributes incoming documents electronically for review and approval in accordance with Master Document Distribution Matrix (MDDM).
Experience as Document Controller / Project Secretary
Saudi Amana Contracting Company
16 May 2012
31 March 2018
• Maintenance and continual improvement of Document Control Management System as per ISO Standard. Monitor the document control requirements on an ongoing basis so as to make recommendations for any improvements in the system if necessary.
• Receive and distribute project documents and drawings based on the Document Distribution Matrix to the right department and right person (action parties) as per agreed procedure after Project Manager’s Review.
• Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.
• Ensure the correct stamping all documents or drawings in accordance with the prevailing document control procedures.
• Record of Drawings, Method Statement, Material Submittals, Sample Submittals, RFIs, IR’s, NCRs, Contracts, LOIs, Payment Certificates, Documents of Civil, Mechanical, Instrumentation, Electrical, Piping, Structural Documents, Drawings, Specifications, Data Sheets, Progress Reports, Survey Reports, Soil Investigation Reports etc.
• Document distribution by Transmittal System as per Document distribution Matrix for Hard copy and Electronic Document Transfer.
• Management Systems, become the focal point with regard to document.
tracking and distribution.
Experience as Document Controller / Project Secretary
01 April 2018
31 January 2020
• Define, prepare, maintain and keep up-to-date Document Management System (DMS), in order to manage all flows of documents either in electronic form or on paper support. Ensure that DMS is carried out at optimum effectiveness.
• Designing and implement document management procedures such as document coding system, documents distribution and approval, correspondence and meetings procedures, documents classification for progress control.
• Provide oversight of the transmittal process for issue of documents; distribute documents and comments according to the Project distribution matrix.
• Provide detailed reports on document status to project management and expedite document development or reviews / approvals as required.
• Proofread filenames, titles and submittal details to streamline submittal and avoid rejection.
• Allocated unique document numbers to internal documents and incoming external documents and tracked in database.
• Established and managed document distribution matrix and document control register.
• Coordinated document exchange between departments, contractors, suppliers and customers.
• Knowledge of Aconex, SAP & SharePoint for document management and enhancements.
• Scanned, filed and transmitted various documents and adhered to digital filing procedures.
• Monitored due dates and deadlines and worked to submit all documents on time or early.
• Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrievability.
Intermediate 01 September 2006
F.sc Intermediate (Maths, Physics & Computer from a well renowned Savant College & University of Sciences Mirpur Azad Kashmir, Pak. ( A+ Grade).