Regin O. Jimenea
Al Khobar
Summary
To seek a challenging assignment and responsibility, with an opportunity for growth and career advancement as a successful achievement.
Driven Document Controller touting 15 years of success in digital file management. Proven history of streamlining procedures and mentoring team members on document workflows. Astute individual offering positivity and relative ease in tackling administrative tasks and assisting with special projects.
Overview
19
19
years of professional experience
Work History
Document Controller
Jenar Real Estate
07.2019 - Current
- Registering all incoming and outgoing correspondences, MOMs, Drawings & technical submittals.
- Maintaining a register of all incoming and outgoing mail, stamping and recording mail before circulating for distribution to the Project Managers as set out in Project Communication, Document Control and Site Supervision Quality Procedures.
- Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondences, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily report, Submittals and other forms of pertinent documents from the client and subcontractor, including internal documents.
- Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the workflow.
- Setup/assist document control filing system.
- Maintaining all files within the Filing Department.
- Maintaining all tracking records and ensuring that they are initialed when a file is taken from the filing room.
- Chasing up every one for return of files.
- Maintaining all Documents and ensuring originals are not taken from the filing room.
- Keeping all files in a tidy condition.
- Collecting Documents regularly, recording and sending for distribution to the individuals concerned, photocopying it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager.
- Implement and maintain a coordinated and consistent filing system, ensure all filing is up-to-date in accordance with QMS procedures.
- Co-ordinate between other Contractors for facilitating documents workflow and ensure documents status to be closed.
- Update drawings in accordance with Drawing Register.
- Follow-up with team member and others for “open” status items to be closed.
- Maintain Project Documentation as per ISO standards.
- Electron transmission of documents.
- Data input to database related to document receiving & tracking document.
- Assist Site office administration.
- Coordination with the respective Project Manager, Secretaries and other staff to ensure correctness of the records.
- Archiving contract/project documents.
- Maintain Archive section up to date.
- Successful close out and handover of documentation as required by line manager.
- Regular periodic backup, electronic copy of project documents.
- Other duties as requested from time to time.
- Other Duties:
- Processing Contract Payments in Oracle/Invoice Management
- Purchasing Office Supply & Materials needed in Project Site.
- Responsible for Making the Monthly Report
Administration Officer
SRACO (ARAMCO)
04.2016 - 06.2019
- Handling administrative requests and queries from senior managers.
- Organizing and scheduling appointments with admin software.
- Planning meetings and taking detailed minutes.
- Purchasing office supplies from B2B and maintaining a clean and safe office environment.
- Supporting staff in assigned project based work and other duties as assigned.
- Assist with basic administrative and clerical duties to support the team.
- Assist all members of the team on special projects as needed.
- Responsible for vehicle periodic maintenance.
- Responsible for reviewing the weekly meeting before submission.
Executive Secretary
Al Azaz Trading Co.
03.2015 - 04.2016
- Performing accurate research and analysis.
- Coordinating arrangements, meetings, and/or conferences as assigned.
- Taking dictation and writing correspondence.
- Compiling, proofreading, and revising drafts of documents and reports.
- Daily record keeping and filing of documents.
- Preparing reports, presentations, and correspondence accurately and swiftly.
- Creating and organizing information and generating reference tools for easy use.
- Answering and screening telephone calls, and responding to emails, messages, and other correspondence.
- Operating and maintaining office equipment.
- Managing a busy calendar, meeting coordination, and travel arrangements.
- Professionally greeting and receiving guests and clients.
- Ensuring efficient and effective administrative information and assistance.
Document Controller
Al Khodari Sons Co.
02.2007 - 09.2014
- Handling administrative requests and queries from senior managers.
- Organizing and scheduling appointments with admin software.
- Planning meetings and taking detailed minutes.
- Purchasing office supplies from B2B and maintaining a clean and safe office environment.
- Supporting staff in assigned project based work and other duties as assigned.
- Assist with basic administrative and clerical duties to support the team.
- Assist all members of the team on special projects as needed.
- Responsible for vehicle periodic maintenance.
- Responsible for reviewing the weekly meeting before submission.
- Registering all incoming and outgoing correspondences, MOMs, Drawings & technical submittals.
- Maintaining a register of all incoming and outgoing mail, stamping and recording mail before circulating for distribution to the Project Managers as set out in Project Communication, Document Control and Site Supervision Quality Procedures.
- Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondences, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily report, Submittals and other forms of pertinent documents from the client and subcontractor, including internal documents.
- Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the workflow.
- Setup/assist document control filing system.
- Maintaining all files within the Filing Department.
- Maintaining all tracking records and ensuring that they are initialed when a file is taken from the filing room.
- Chasing up every one for return of files.
- Maintaining all Documents and ensuring originals are not taken from the filing room.
- Keeping all files in a tidy condition.
- Collecting Documents regularly, recording and sending for distribution to the individuals concerned, photocopying it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager.
- Implement and maintain a coordinated and consistent filing system, ensure all filing is up-to-date in accordance with QMS procedures.
- Co-ordinate between other Contractors for facilitating documents workflow and ensure documents status to be closed.
- Update drawings in accordance with Drawing Register.
- Follow-up with team member and others for “open” status items to be closed.
- Maintain Project Documentation as per ISO standards.
- Electron transmission of documents.
- Data input to database related to document receiving & tracking document.
- Assist Site office administration.
- Coordination with the respective Project Manager, Secretaries and other staff to ensure correctness of the records.
- Archiving contract/project documents.
- Maintain Archive section up to date.
- Successful close out and handover of documentation as required by line manager.
- Regular periodic backup, electronic copy of project documents.
- Other duties as requested from time to time.
- Assisting the closing of the bidding documents for submission.
Education
Aircraft Maintenance Engineering
GAC School of Aeronautics
01-1997
Professional Diploma - Occupational Safety, Health and Environment (PDOSHE)
Alsalam Training Center
07-2022
Skills
- Proficiency in SAP System
- Proficiency in PROCORE Document Controlling System
- Proficiency in Prolog Document Controlling System
- Microsoft Office Expert
- Occupational Health & Safety Knowledge
- Successful working in a team environment, as well as independently
- The ability to work under pressure and multi-task
- The ability to follow instructions and deliver quality results
- Dynamic and goal oriented
- Document management
Timeline
Document Controller
Jenar Real Estate
07.2019 - Current
Administration Officer
SRACO (ARAMCO)
04.2016 - 06.2019
Executive Secretary
Al Azaz Trading Co.
03.2015 - 04.2016
Document Controller
Al Khodari Sons Co.
02.2007 - 09.2014
Professional Diploma - Occupational Safety, Health and Environment (PDOSHE)
Alsalam Training Center
Aircraft Maintenance Engineering
GAC School of Aeronautics