Document Controller

Mary Joy E. Encia Page *

Curriculum Vitae

MARY JOY E. ENCIA

Mobile No.: +974-****-****

E-mail Address: ***.*****@*****.***

VISA: Residence Visa with NOC

Position Applied: Document Controller

EDUCATIONAL BACKGROUND

Degree: Bachelor of Science in Office Administration Major in Computer Education Notre Dame of Marbel University

City of Koronadal, Philippines

March 2001

SUMMARY of QUALIFICATIONS:

A Professional with Eleven [11] years of GCC experience working as Lead Document Controller and Document Controller cum Secretary in a General Contractor and Engineering Consultant’s company and more than six (6) years of experience doing Administrative works in various Offices in Philippines.

Well trained in using Electronic Document Management System [ACONEX]

Attended Administrator and User trainings for Project Wise System

Undergo on-line training for Relativity system (Credence Corp.)

Proficient in Microsoft Office Applications (Word, Excel, Power Point, Adobe & Outlook) and any internet related works

With typing speed of 45-50wpm

Excellent oral and written English communication skills with high level of professionalism and confidentiality

Ability to work effectively as part of a team or independently and with very good attention to details

Attended the Effective Document Control and Record Management training in line with [ISO 9001:2008] standards

WORK EXPERIENCES:

June 29, 2019 – Oct 31, 2019 Chief Document Controller [CONSULTANT] TEKKEN-AML-ABENIKKO JV

Dhaka, Bangladesh

Project : Dhaka Mass Rapid Transit Development Project, MRT Line-6, CP-05

(Construction of Viaducts and Elevated Stations

at Bijoy Sarani, Farmgate & Karwan Bazar between

Agargaon and Karwan Bazar)

Dhaka Mass Transit Company Limited

Dhaka, Bangladesh

Duties & Responsibilities :

Evaluate the current aconex set-up and propose solution/s to the management on how to improve and maximize the usage of the system as per Project EDMP and Contract requirements

Mary Joy E. Encia Page 2

Coordinate with Engineer’s DC and Aconex Admin with regards to aconex concerns that needs improvement

Develop aconex workflows to manage the submission / approval of project documents

Establish the proper filling system of the hard copies as per ISO standard to allow easy identification, traceability and to prevent damage / deterioration

Assist Document Controllers to improve current process of documents to ensure accuracy and effectiveness

Give hands on tutorial/training to the staff on how to use aconex system effectively

Establish Document registers especially for shop drawings for easy traceability and to monitor the status of issued drawings

Process Inspection Requests received from Site Engineers and ensure timely submission on aconex

Monitor the approvals and record on a daily basis to ensure the easy retrieval of RIWs for payment purpose/s

Establish a process on how to monitor documents that are borrowed from DC section

Dec 2014 – June 2, 2019 Lead Document Controller

Rizzani de Eccher–Lotte E&C – Redco Joint Venture

Doha, Qatar

Project : Red Line North Elevated & At-Grade

Qatar Railway Company

Doha, Qatar

Duties & Responsibilities :

Organization Administrator of Aconex for the Main Contractor

Create aconex users and organize trainings for the staff and support them in using the system effectively

Coordinate with management and project personnel in establishing document control system within the

organization, designers and subcontractors.

Prepare various reports for submission to Consultant, Management team and QA/QC

Quality check on documents for submission to ensure compliance in accordance with the Project contract requirements

Responsible in sending drawings, letters, models, payments, programme, reports, permits and other

documents to the Client and the Engineer’s Assistant via Aconex system

Provide support to Project Director and Commercial Manager in coordinating timely reply to Client’s letters, enquiries and other requests

Assist Commercial Manager and Commercial team on compiling documents related to Claims, Variations and Extension of Time

Ensure timely distribution of docs. from/to Client, Designers, Sub-contractor, stakeholders and internally

Attend coordination meetings with the Client and PMC Document Controllers whenever necessary

Coordinate with all document controllers to ensure that the tasks are done per EDMP plan and procedure in place Mary Joy E. Encia Page 3

Monitor the Key Performance Index [KPI] of the DC Section

Does the Document Controllers Staff Appraisal on a yearly basis together with the Department Manager

Provide orientation/training to the new DC staff

Interview DC applicants as per directive from HR 23 May 2012 – Nov. 2014 TECHNICAL SECRETARY

Tendering & Contracts Department

Rizzani de Eccher USA – Qatar Branch

Doha, Qatar

Duties & Responsibilities :

Provide support to the Tender Department Manager in the preparation and compilation of various tenders and technical documents or reports.

Support the Technical team during the tender submission

In-charge in monitoring all tender clarifications from the Client, coordinate with the technical team for the reply and make sure that answers are submitted on time.

Prepare / type correspondences, memos and contracts

Prepare and follow up the request for quotations for suppliers / sub-contractor and reply for clarifications (if any)

Perform Document Control at the main branch to ensure that all correspondence sent/received from Client, Sub- contractors & Suppliers are on file

Coordinate with all site Document Controllers with regards to proper document control and submissions.

Support Commercial Manager in collecting and gathering documents used in arbitration and substantiation of claims on one of the sub-contractor.

Undergo training for Relativity system (Credence Corp.) and used the system to verify the documents used as evidence that has been submitted to the Lawyers for the arbitration purposes.

Does Admin. works and office coordination whenever requested as reliever during the absence / vacation of the Office Coordinator or Admin. Staff

August 2008 – May 2012 DOCUMENT CONTROLLER cum SECRETARY CONSER Consulting Engineering Services

Project : Roads & Infrastructure Works

Al Marjan Island Development for Peninsula, Island 1-4 Ras Al Khaimah Investment Authority (RAKIA)

Ras Al Khaimah, United Arab Emirates

Duties & Responsibilities :

Receive & Records all incoming and outgoing documents

(i.e. letters, reports, shop drawings, RFI’s, MAR’s, etc.)

Responsible in sending all outgoing communications to the Client and Contractors

Prepare all office correspondence & other related matters as per directive from Resident Engineer

Maintain the filling system of the office

Distribute the correspondence to Engineers concerned Mary Joy E. Encia Page 4

Monitor and follow-up the approval and reply’s in all documents especially letters, shop drawings and other engineering documents

Prepare the minutes of Engineer’s meeting whenever requested

Coordinate with the Contractor on documents needed by the Engineers

Prepare the staff Monthly Attendance Report

Answer all telephone calls, convey messages and attend to visitor’s concerns

In-charge in monitoring and control of all office supplies/ equipments and coordinate with the contractor/supplier when deemed necessary

July 2005 – July 2008 DATA ENCODER cum EXECUTIVE ASSISTANT AGRARIAN OPERATIONS CENTER-REGION XII

Land Bank of the Philippines

City of Koronadal, Philippines

Duties & Responsibilities :

Type all correspondences, memos and other related matters

Receive & records all incoming and outgoing

communications

Coordinates with the company courier in sending & receiving official office documents to the concerned offices

Prepare the Monthly Attendance Report of the employees and submit to HR Department on time

Maintain and update 201 files of all employees

Arrange appointments and coordinate all travels of the Department Manager

Performs wide range of administrative duties including photocopying, filing and answering telephone calls

Prepares purchase orders on supplies and other office equipments

Encode paid claims and LDIS/LAS at the LBP on-line system

Gather data of dormant claims, encode and submit reports to LBP/AAO-Head Office

Generate statement of accounts of Farmer Beneficiary from the on-line system and help Field Representative in the collection drive/ payment

Prepares LDIS accomplishment reports to be submitted to DAR Provincial level and LBP Head Office

January 2002 – June 2004 OFFICE CLERK

Municipal Civil Registrar’s Office

Municipality of Polomolok

Polomolok, South Cotabato, Philippines

Type certificate of Live Birth and Death and process the registration of the said documents

Prepare certifications and other requested documents

Encode old records of live birth / death for NSO database

Interview applicants for Marriage and assist them in accomplishing the form

Arrange schedules of seminars / counseling for marriage applicants

Mary Joy E. Encia Page 5

May 2001 – December 2001 BOARD OF DIRECTOR’S SECRETARY UTODCO Transport Cooperative

City of Koronadal, Philippines

Receives and record all incoming and outgoing

communications

Update and file records of all cooperative members

Answer telephone calls conveys messages and run

errands when requested

Prepare notice of meetings and facilitate the distribution to all concerned persons

Transacts with some government agencies to process the vehicle registration and tax payment

Arrange orientation seminars of new cooperative members PERSONAL INFORMATION

Nationality : Filipino Mobile No. : +974-****-**** Passport No. : EC6640126 E-mail Address : ***.*****@*****.*** Date Expired : 28 Jan. 2021 Address : Villa 30, Zone 37 Visa Status : Residence Visa Bin Omran Area,

(Transferable with NOC) Doha, Qatar

Date Expired : 21 May 2020

I hereby certified that all information mentioned above is true and correct.

Mary Joy E. Encia

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