MUHAMMAD USMAN
Riyadh,Saudi Arabia
Summary
Experienced professional in technical documentation and document control management within the Oil & Gas and Powerhouse sectors. Proficient in Aconex, DMS, EDMS, and Sharepoint, with a strong focus on quality assurance, compliance audit preparation, and records retention policies. Demonstrated expertise in document digitisation and maintenance, confidentiality assurance, archival systems, and interdepartmental collaboration. Adept at managing document control software and ensuring information management compliance. Career goal includes advancing to a senior role in documentation auditing and information management.
Offering strong organisational and communication skills, with knack for maintaining accurate records and ensuring timely document flow. Knowledgeable about project coordination, time management, and attention to detail, with background that supports smooth administrative processes. Ready to use and develop skills in document control, database management, and team collaboration in [Desired Position] role.
Overview
18
18
years of professional experience
2000
2000
years of post-secondary education
Work history
Senior Document Control
Surbana Jurong
01.2022 - 11.2024
- Uploading technical Deliverables /Letters/ PAFs/Invoices /Month Progress Reports/Weekly Progress Reports/RFI’s on Aconex
- Supervises checking for correctness and completeness, logging and distributing documents received by transmittal from the Contractor’s Document Controller and other parties as required, files and maintains hard copy originals
- Supervises the checking of 'Due Date' (if reply is required) and allocates distribution in accordance with the Project’s Document Distribution Matrix (DDM)
- Generates outgoing transmittals to the Contractor’s Document Controller and other parties
- Supervises maintaining the transmittal log or register, and receiving, logging and distributing correspondence received from the Contractor’s Document Controller
- Assists in maintaining correspondence registers, Distributes any other Project documents in accordance with PMT requirements and supervises maintaining the Project’s electronic filing system
- Receives, endorses and files incoming transmittals and correspondence from the Contractor Document Controller
- Monitors the Project MDR, to verify the status and progress of documents issued
- Assists in compiling periodic management reports
- Provides general daily assistance to the PMT in all matters relating to technical documentation and correspondence
- Downloading all incoming responses and all other Aconex emails and circulating to team
- Enhanced document control procedures by implementing efficient filing systems.
- Streamlined document retrieval for improved company efficiency.
- Improved project timelines with prompt distribution of necessary documents.
- Expedited workflow processes to reduce project completion time.
- Administered document management system, ensuring smooth business operations.
- Ensured compliance with industry standards for enhanced corporate reputation.
- Maintained up-to-date records with diligent archiving and organisation tasks.
- Assisted in audit preparations to ensure positive outcomes.
Document Controller/QA-QC Coordinator
Surbana Jurong
01.2022 - 01.2023
- Creating & maintaining PAF (Personnel Acquisition Forms)
- Checking and formatting the CVs to align with Paffing process (Personnel Acquisition Forms from Client) as per NEOM standards
- University grading and to get better grades according to resources correct years of experience
- Creating PAFs and taking approvals from all stake holders (internally) and client on time and error free
- Maintaining the complete records of all approved and InProgress PAFs for all WERs in live excel sheet
- Keeping all PAFs separately with their unique PAF No
- Informing the team leads & HR Dept for PAF approvals
- Updating resource schedules
- Sending pending/ approved PAFs list to be include in progress reports
- Assisting HR team for CV formatting for all other projects
- Assisting Timesheet team for providing hours and codes
- Maintaining NDA record (non-disclosure agreement) NEOM requirement
- Assisting all other teams on need bases for formatting the reports
- Ensuring of quality while creating PAFs for approvals
- Checking for Codes and rate references checking CVs thoroughly for experience and roles
- Formatting, Paffing of resources without any error and approvals from client
- Formatting and uploading the letters on Acconex
- Assisting the Senior Document Controller with all his duties and deliveries in relation to control of documents for submission and distribution
Document Control & Management Specialist
SMEC Africa Tanzania
Dare Salam
01.2020 - 01.2022
- Company Overview: Client: TANESCO (Joint Venture of Arab Contractors & Elsewedy Electric), Tanzania
- Sustain & supervise hard & soft copies of Engineering Design Documents through Clients Data Management System
- Quality Check of Design Documents prior to submission to client
- Implemented Document retention program
- Tracking of Documents and Providing accurate input for Bi-Weekly reports
- Managing several online sites e.g., DMS, SharePoint, BIM360 & One Drive
- Developing & maintaining Document control processes for the efficient management & recording all documentation also to ensure that all relevant project documentation is registered
- Supervising document control department
- Client: TANESCO (Joint Venture of Arab Contractors & Elsewedy Electric), Tanzania
Document Controller
SMEC OG Pakistan
01.2017 - 01.2019
- Company Overview: Client: CPECC China Petroleum Engineering and Construction Corporation
- Developing & maintaining Document control processes for the efficient management & recording all documentation also to ensure that all relevant project documentation is registered
- Consulting with project management team, client & sub-contractors/vendors effectively and resolve problems relating to documentation
- Collaborate with project staff and management, plan, and coordinate meetings
- Manage online document systems and maintain and review documents records
- Supervise document control department activities to include administrative duties as staffing and performance reviews
- Coordinate documentation requirements between personnel, owners, corporate project controls, and partners as required
- Produce and update work procedures and standards
- Perform audits and inspections to ensure department work is performed correctly, efficiently, and cost consciously
- Maintains knowledge of Company's values and strategic plan
- Perform additional assignments per management’s direction
- Client: CPECC China Petroleum Engineering and Construction Corporation
Sr. Document Controller & Data Management Expert
OMV Aktiengesellschaft Gmbh - Pakistan
01.2011 - 01.2015
- Pursue excellence in the systematic management, standardization and continuous improvement of OMV document control procedures
- Establish and maintain records information management standards
- Responsible for applying documentation structure in line with practices, procedures and guidelines
- Advise on tactics and identify continuous improvement actions for the format and structure of procedures or practices to assure on conformance
- Managing all aspects of project document control and the document repository containing controlled documents
- Ensuring that all received electronic media is added to the correct folders maintained within the project Document Management System
- Establishing and maintaining a project filing index for any hard copy engineering documents stored by the project, and establishing a similar index for the filing of project correspondence
- Establishing and maintaining a project archiving strategy for hard copy project document and to manage project handover requirements for both hard copy and electronic media upon project completion
- Facilitate overall control of Project documents
- Ensure document control procedures are as per company standards
- Implementation and maintenance of document control policies & Procedures
- Created routing of prepared documents for review and approval via MS Excel in order to smoothly circulate to concerned departments and enabling to trace the status of documents
- To ensure timely issuance of controlled drawings and documents to the concerned departments on time as defined by PM or in line with document distribution matrix
- Retained records safely in line with the Project requirements period via electronic database and hard copy enabling to retrieve easily when required
- Support to Project Team in Design Consultants office
- Coordinate documentation requirements between personnel, owners, corporate project controls, and partners as required
- Produce and update work procedures and standards
- Perform audits and inspections to ensure department work is performed correctly, efficiently, and cost consciously
- Maintains knowledge of Company's values and strategic plan
- Perform additional assignments per management’s direction
Document Controller
Petroliam Nasional Berhad- Pakistan
01.2007 - 01.2011
- Managing all aspects of project document control and the document repository containing controlled documents
- Ensuring that all received electronic media are added to the correct folders maintained within the project Document Management System
- Ensured timely issued of controlled drawings and documents to the concerned departments on time as defined by PM or in line with document distribution matrix
- Establishing and maintaining a project filing index for any hard copy engineering documents stored by the project and establishing a similar index for the filing of project correspondence
- Establishing and maintaining a project archiving strategy for hard copy project document and to manage project handover requirements for both hard copy and electronic media upon project completion
- Facilitate overall control of Project documents
- Ensure document control procedures are as per company standards
- Support to Project Team in Contractors Office
- Maintained structured filing and upheld consistent records enabling to retrieve instantly via electronic or hard copy (Original)
- Assured all quality records are protected from deterioration through appropriate safe environment
- Implemented and maintained document control policies & Procedures
- Created routing of prepared documents for review and approval via MS Excel to smoothly circulate to concerned departments and enabling to trace the status of documents
Education
Bsc - Computer Science
Al-Khair University
Skills
- Technical Documentation of Oil & Gas & Powerhouse
- Document Control Management
- Aconex
- DMS
- EDMS
- Document Digitization & Maintenance
- Quality Assurance
- Sharepoint
- Compliance audit preparation
- Records retention policies understanding
- Document control software mastery
- Confidentiality assurance
- Archival system familiarity
- Documentation auditing
- Interdepartmental collaboration
- Database administration
- Document coordination
- Information management
- Document compliance management
- Document systems auditing
Custom
True
References
References available upon request.
Timeline
Senior Document Control
Surbana Jurong
01.2022 - 11.2024
Document Controller/QA-QC Coordinator
Surbana Jurong
01.2022 - 01.2023
Document Control & Management Specialist
SMEC Africa Tanzania
01.2020 - 01.2022
Document Controller
SMEC OG Pakistan
01.2017 - 01.2019
Sr. Document Controller & Data Management Expert
OMV Aktiengesellschaft Gmbh - Pakistan
01.2011 - 01.2015
Document Controller
Petroliam Nasional Berhad- Pakistan
01.2007 - 01.2011
Bsc - Computer Science
Al-Khair University
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