Javed Alam
Noida
Summary
Goal driven diligent Document Management Executive, having more than 10+ years of Document / Information management experience in Oil & Gas, Constructions and other sectors in gulf and India. Familiar and experienced with electronic filing systems, document management standards and technologies. Multi-tasker with high level of organizational & analytical skills. Proficient in standard office software. Strong ability to communicate and attention to details.
Experienced documentation specialist prepared for this role with strong focus on accuracy, organization, and compliance. Demonstrates reliability and adaptability, thriving in team environments and consistently achieving results. Skilled in document management systems, regulatory standards, and quality assurance processes. Known for effective communication, problem-solving abilities, and upholding high standards in all tasks.
Overview
25
25
years of professional experience
1
1
Certification
Work History
Document Controller/ Planning Asst.
Numaligarh Refinery Limited (NRL)
10.2021 - Current
- Company Overview: on thyssenkrupp Industrial Solution (India) Private Limited roll-Secondment
- Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrievability. Transmitted documents, organized revisions and tracked changes. Managed file archival and information retrievals.
- Ensures all incoming and outgoing documents are controlled, disseminated and filed correctly
- Input document data into required registers ensuring that the information is accurate and up to date
- Retrieve and record clearly on document register to whom they have been issued, date and distribute as appropriate
- Provide document control reports as requested, review progress and point out errors and/or delays or issues to relevant parties
- Liaise with subject matter experts on technical subjects in a positive, collaborative manner to prepare controlled documents
- Ensure adherence to Health and Safety Policy and Procedures within the workplace and comply with new work instructions
- Established and managed document distribution matrix and document control register as per protocol.
- Managed technical documentation flow of engineering, project management and construction activities.
- Monitored and created controlled reporting to track performance of document status reports.
- Monitoring and tracking project progress, and writing up reports.
- Observing existing processes, analyzing performance, and addressing deficiencies accordingly.
- Understanding project specifications and developing time schedules as per requirements.
- Keeping a track of the project and flag the concerns during short falls.
- Prepare look ahead plan for the Execution team. Generated DPR, WPR, MPR & Exe. Report for management.
- Scheduling and preparing minutes of progress meetings and track the outcomes & deliverables.
- Managing NCRs, DCN’s, IR’s, TQ’s & RFI’s.
- Successfully handling Final documentation checking (Equipments) and handover to client as per checklist.
Document Controller
HPCL-Mittal Energy Limited (HMEL)
10.2020 - 10.2021
- Successfully handled documents of GGSR Refinery project received from multiple sources – PMC, Suppliers, Contractors, and Licensors & Statutory Documents and built the repository in single platform Enovia TDMS.
- Collected the engineering drawing, documents from PMC’s EDMS “docx” and ensured the seamless migration of these documents in Enovia TDMS.
- Successfully handled the receiving of Final Technical Documents Like Manufacturing Data Book, Operating & Maintenance Manuals, Purchase Requisitions, Tender Documents, Engineering Drawing & Documents and Construction Documents Etc. (From PMC, Vendors and Contractors.)
- Maintaining Day to Day Records for All Final Technical Documents in DCC Master.
- Quality check of Final Technical Documents as per VDR (Vendor Data Requirement as specified in PR), Tender Documents.
- Tracking of original set of certificates like Inspection Release Note (IRN), Indian Boiler Regulation (IBR) & Test Certificates (TC) from final payment invoices & merging them with final documents in hard copy.
- Handling the master data (Bulk loader) for all types of final documents and ensure for proper uploading in TDMS. Distribution of Documents to HMEL team members as per DCC distribution Matrix.
- Equipment, Instrument, line capture from the mark-up PID’s for MOC (Management of Change)
- Scan Document & Drawing in Adobe-Acrobat and manage Searchable through OCR.
- Collect Missing Documents, illegible Pages, Final Document Completion Certificates, Soft Copies, Native files (Auto-CAD/MS Office), IRN (Inspection Release Note), IBR (Indian Boiler Regulation) etc.
Lead Document Controller
M&R Pvt. Ltd.
11.2018 - 09.2020
- Proof read 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. Created data books in physical, digital and CD formats.
- Analyzed contract documents to identify accuracy, completeness, ambiguity and conflicts between documents and specifications and recommended corrective actions.
- Evaluated current document processes, suggested methods for change and implemented successful improvements.
- Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrievability. Transmitted documents, organized revisions and tracked changes. Managed file archival and information retrievals.
- Established and managed document distribution matrix and document control register.
- Checked all types of documents, including blueprints and drawings for accuracy and completeness.
- Liaised with project teams and vendors on documentation flow, handover and project close-outs.
- Maintained organized and efficient document flows by using excellent planning and multitasking skills.
- Managed technical documentation flow of engineering, project management and construction activities.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Strengthened system efficiency by identifying lagging operational processes and implementing optimal solutions.
- Compared incoming data against quality, integrity and accuracy expectations, identified faults and affected timely remedies.
- Monitored and created controlled reporting to track performance of document status reports, system & process integrity, vendors, internal workflows and SLAs.
- Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates.
Lead Document Controller
La Sorogeeka (Teraciel Group/ Anca)
10.2015 - 11.2018
- Enforced use of standardized forms and templates to achieve uniformity of communications across various departments and functions.
- Communicated effectively with Vendors/ Clients, document originators and users regarding document status and other requests. Ensure proper receipt, registration, distribution and filing of engineering documents and vendor print documentation in accordance with project document control procedure
- Maintained proper track of all production, deficiencies, pending Shop Drawing Submissions, transmittals, NCRs, DCN’s, RFQ’s, IR’s, TQ’s RFI’s for various departments.
- Checked all Technical & Non-Technical drawings for accuracy and completeness to identify deficiencies and recommended corrective actions.
- Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates. Managed training courses, setup and maintenance for DC systems
- Reviewed document management protocols and user activities against internal records policies and document management standards.
- Maintained document control system including work instructions, procedures and associated databases.
- Generated Weekly and Monthly Management reports & dashboards.
Info. Management Coordinator
RasGas Company Limited (now Qatar Gas)
03.2013 - 05.2015
- Company Overview: on CgulfC roll-Secondment
- Inventoried of all technical project material, liaising with Information Records Management & warehouse personals for proper archiving and retrieval.
- Assigned document numbers & enter related information into the information systems i.e.; electronic document management system (EDMS).
- Communicated effectively and positively with document originators/ SME and users regarding document status, retrieval and other requests.
- Coordinated with a variety of project personnel providing support / responding to queries.
- Coordinated with Warehouse executives for archival/ retrieval / shredding of technical documents.
- Ensured for timely submission of all documents as mentioned in the VDR & Dossier.
- Ensured that the outgoing/ incoming documents are accurate and comply with company/ ISO standards.
- Generated Weekly and Monthly reports of MOC Closeout/ Records Management Process.
- Produced list of expired documents that are recommended for destruction as per document retention period. Scheduled and submitted to the concerned department for necessary steps/procedure.
- QA/QC, Management of change (MOC) review and close-out process. Verified MRB (Manufacturing Record Book), DFO and Operating Maintenance Manual are in conformance with the quality standards in co-ordination with QA/QC Team.
- Responsible for procedures necessary to assure that all documents/drawings/manuals provided are maintained to the most up-to-date revisions.
- Reviewed and verify project documents for completeness, format, and compliance with contract requirements for EPIC project.
- Scanned paper documents/records into electronic format and verified electronic files against paper originals for legibility and completeness.
- Identified possible opportunities in Record Management Process which in turn led to cost saving in monthly expenses in D&S department.
Senior Exe. Document Controller
Iqor LLC
01.2009 - 02.2013
- Company Overview: US MNC
Administrative Assistant
Al-Reda
04.2004 - 12.2008
Document Controller-Projects
MDP Consultants (P) Ltd., DHV Group of Companies BV The Netherlands
05.2001 - 02.2004
System Administrator
Consultancy Archiplan
07.2000 - 04.2001
Education
Bachelor of Arts -
Mumbai Vidyapith
Higher Diploma Degree - Software Engineering (HDSE)
Skills
- Records management expertise
- Data visualization and reporting
- Doc flow/ Digital file organizational skill
- Record keeping
- Proficient in MS-Office applications, Advance Excel, Adobe Acrobat & Adobe Writer (well versed with PDF editing software), Outlook, Email, Access, RGDMS/ EDMS, eDocx, TDMS
- Ability to multitask, Strong Inter personal, decision making skills
- Document management/ Records management
- Tracking document flow
- Database management
- Process improvements
- Information retention policies
- Revision management
- Recordkeeping skills
- Archive management
- Problem-solving abilities
- Adaptability and flexibility
- Time management abilities
- Adaptability
Websites
Certification
RDBMS Essentials & T-SQL Programming, NIIT Technologies, Kolkata, India
Languages
Hindi: Native Language
English: Proficient
Arabic: Elementary
Other Details
- Nationality: Indian
- Current Location: Noida/Assam, India
Timeline
Document Controller/ Planning Asst.
Numaligarh Refinery Limited (NRL)
10.2021 - Current
Document Controller
HPCL-Mittal Energy Limited (HMEL)
10.2020 - 10.2021
Lead Document Controller
M&R Pvt. Ltd.
11.2018 - 09.2020
Lead Document Controller
La Sorogeeka (Teraciel Group/ Anca)
10.2015 - 11.2018
Info. Management Coordinator
RasGas Company Limited (now Qatar Gas)
03.2013 - 05.2015
Senior Exe. Document Controller
Iqor LLC
01.2009 - 02.2013
Administrative Assistant
Al-Reda
04.2004 - 12.2008
Document Controller-Projects
MDP Consultants (P) Ltd., DHV Group of Companies BV The Netherlands
05.2001 - 02.2004
System Administrator
Consultancy Archiplan
07.2000 - 04.2001
Higher Diploma Degree - Software Engineering (HDSE)
Bachelor of Arts -
Mumbai Vidyapith
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