Joey Lopuz
Senior Document Controller
Iligan City,Philippines
Summary
Driven Document Controller with over 5 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. Document management professional adept at managing processes for master documentation and archives. Participate in validation of EDRMS assuring document systems are operating efficiently, effectively and securely. Strong organizational and multitasking skills with the ability to learn new skills, to work under pressure, generating new ideas, focus, positive & result-oriented. Ability to work alone or as a team with the leadership skills needed . Documentation Specialist experience ensuring organization's documents are stored efficiently and are easily accessible to staff. Develop and implement management and control strategies. High level of organizational skills, attention to detail and strong ability to communicate. Exceptional at providing services in the area of operations documentation management including implementation of automated documents for systems generation with an eye to future updates and modifications.
Overview
8
8
years of post-secondary education
8
8
years of professional experience
Work History
Senior Document Controller/Project Administrator
Guinéenne de Prestation et de Construction (GPC-SA)
Conakry, Guinea
09.2019 - Current
- Develop and maintain document control processes for the efficient management and recording all documentations
- Ensure that all the relevant Project documentation are registered / maintained in SharePoint
- Process all documentation received and manage packages in accordance with document control procedures ensuring control, integrity, and accuracy of information
- Sets up the document control system (procedures, tools, processes)
- Runs & administrates the document management and recording system on MS SharePoint
- Modified and maintained tools to support operations and business process creation using Adobe Acrobat, SharePoint, Excel and Access capabilities.
- Design and develop SharePoint master pages and create new SharePoint web content
- Provide strategies for continuous improvements through best-practices and standards
- Preparation of transmittals and recording of all distribution information within the Document Control system
- Provide Document Control support to the project site
- Organizing meetings, agendas and minute taking
- Point of contact for escalation of a Document control issue
- Check compliance and quality of documents
- Maintaining a list (register) & files document
- Distributes documents to relevant people
- Provide support, guidance, and governance to document control representatives across the Group
- Development, review and formatting of policies, standards, procedures, manuals and guidelines (including templates, registers and forms)
- Administers and electronic document system of all controlled files such as policies, procedures, specifications, standards, process flows in an access database
- Assist with the general project administration
- Allocated unique document numbers to internal documents and incoming external documents and tracked in database.
- Liaise with Project Management & team, Client and Sub-contractors effectively and resolve problems and issue’s relating to documentation
Senior Document Controller
TWIGG Exploration and Mining Limitada (a wholly owned subsidiary of Sryah Resources Limited)
Balama Mine Site, Balama, Cabo Delgado - Mozambique
02.2017 - 12.2018
- Create filing and archiving system for documents
- Reported on document control processes
- Prepared electronic document templates
- Checked incoming documents for readiness prior to processing
- Used web-based document sharing tools
- Contributed on how-to documentation for all system features
- Responsible for running a technical library in accessing dozens of records daily
- Overhauled the entire document management system to improve working practices
- Contributed on the document numbering system of the project
- Maintained and retrieved data in and from spreadsheets
- Performed responsibilities of file migration and assisted in auditing
- Established and managed document distribution matrix and document control register.
- Used Adobe Acrobat, Blue Beam and ProjectWise for document management and enhancements.
- Monitored due dates and deadlines and worked to submit all documents on time or early.
- Liaised with project teams, vendors and third parties on documentation flow, handover and project close-out.
- Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrievability.
- Enforced use of standardized forms and templates to achieve uniformity of communications across departments and functions.
- Evaluated current document processes, suggested methods for change and implemented successful improvements.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Allocated unique document numbers to internal documents and incoming external documents and tracked in database.
- Carefully reviewed all documents and reports for completeness and accuracy.
- Released and updated drawings and specifications.
- Collaborated across departments and levels of management to gain consensus on procedural documentation.
- Completed transmittal logs and stored in files for specified durations.
- Built and updated diverse documents, charts, tables and mail merges using various programs.
- Converted documents from one application to another, including cleaning, formatting and applying styles as needed.
- Remained informed on current regulations, especially concerning research industry and document creation.
- Compared incoming data against quality, integrity and accuracy expectations, identified faults and affected timely remedies.
- Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files and cloud storage.
- Reviewed document management protocols and user activities against internal records policies and document management standards.
ESL Language Teacher
51 Talk
Home Base, Iligan City, Philippines
05.2016 - 02.2017
- Improved instruction methods by using various assessment tools and strategies.
- Attended workshops to learn about student motivation and engaging learning activities.
- Administered and graded tests and assignments to evaluate student progress.
- Developed and taught ESL curriculum to improve students' conversational abilities.
- Assigned lessons and corrected homework.
- Prepared students for tests by teaching relevant concepts and enforcing good test-taking skills.
- Employed variety of assessment tools and strategies to improve instruction methods.
Lead CSR
TELSTRA
Supersite, IT Park, Lahug, Cebu City, Philippines
01.2016 - 04.2016
- Supported customer questions and issues by gathering data, analyzing needs, evaluating possible resolutions and implementing best solutions.
- Recommended solutions to complex situations through research and critical thinking and escalated customer to supervisor for enhanced support.
- Delivered exceptional customer service by prioritizing emergency issues and developing and employing workarounds to solve problems expeditiously.
- Documented customer interactions in computer system and assisted cross-functionally with billing and technical support to deliver high-quality customer service.
- Liaised with sales, marketing and management teams to develop solutions and accomplish shared objectives.
- Educated customers about billing, payment processing and support policies and procedures.
- Promoted superior experience by addressing customer concerns, demonstrating empathy and resolving problems swiftly.
- Directed incoming calls to internal personnel and departments, routing to best-qualified department.
- Assisted customers by listening closely, finding solutions to problems and making recommendations based on extensive product knowledge.
Technical Support Specialist
Convergys
IT Park, Lahug, Cebu City, Philippines
06.2015 - 12.2015
- Recorded and maintained relevant notes for each client and work order.
- Assisted customers in identifying issues and explained solutions to restore service and functionality.
- Responded to support requests from end users and patiently walked individuals through basic troubleshooting tasks.
- Broke down and evaluated user problems, using test scripts, personal expertise and probing questions.
- Helped streamline repair processes and update procedures for support action consistency.
- Explained technical information in clear terms to non-technical individuals to promote better understanding.
- Collaborated with supervisors to escalate and address customer inquiries or technical issues.
- Resolved system, hardware and telephone issues, improving efficiency among all departments.
Lead Document Controller
Kipoi Copper Project (Represented by SEK-Tiger Resources)
Kipoi, Lubumbashi, Katanga, , Democratic Republic of Congo
05.2013 - 09.2014
- Proofread filenames, titles and submittal details to streamline submittal and avoid rejection.
- Created project control documentation to support needs of important projects.
- Carefully reviewed all documents and reports for completeness and accuracy.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Used Adobe Acrobat and NITRO Pdf for document management and enhancements.
- Established and managed document distribution matrix and document control register.
- Classify, sort, and categorize documents in alpha-numerical order
- Control issuance of documents and seek proper approval for the same from senior authorities
- Perform quality check on documents by following document control processes
- Review completeness, accuracy, and authenticity of documents
- Perform quality check on documents by following document control processes
Document Controller/Administrative Assistant/Travel Coordinator
Anvil Mining Congo SARL (Represented by Mawson West Ltd.)
Kapulo, Pweto, Katanga Province, Democratic Republic of Congo
01.2012 - 05.2013
- Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates.
- Modified and maintained tools to support operations and business process creation using Adobe Acrobat, SharePoint, Excel and Access capabilities.
- Maintained document control system including work instructions, procedures and associated databases.
- Worked with internal staff to process documents and sent for closing.
- Assisted with document troubleshooting, including corrupt documents and files.
- Converted documents from one application to another, including cleaning, formatting and applying styles as needed.
- Input document data into standard registers ensuring that the information is accurate and up to date. Generate the various document control reports as required
- Making sure that controlled copies of the latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
- Maintain updated records of all approved documents and drawings and distribution clearly
- Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy tractability
- Maintain the files and control logs as required by the Project
- Support the Admin Supervisor of the Project
- Kept staff passports, visa information and other paperwork current and organized for easy access and use.
- Coordinated travel arrangements, including booking airfare, hotel and ground transportation.
- Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors.
- Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
- Supported efficient meetings by organizing spaces and materials, documenting discussions and distributing meeting notes..
- Organized weekly staff meetings and logged minutes for corporate records.
Document Controller
MUMI-SENET Project
Kolwezi, Katanga Province, Democratic Republic of Congo
03.2011 - 12.2011
- Prepare transmittal for all incoming and outgoing documents for the Project control
- Prepare time sheets/overtime authorization and other administrative functions
- Prepare register of incoming and outgoing documents for all departments
- Prepare of cash advances and cash reconciliation report under finance group
- Maintain and monitor of man hours and manpower status of the Project
- Maintained document control system including work instructions, procedures and associated databases.
- Created data books in physical, digital and CD formats.
- Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files and cloud storage.
Education
Bachelor of Science - Computer Engineering
University of St. La Salle
Bacolod, Philippines 06.1997 - 03.2005
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Skills
Data accuracy
Timeline
Senior Document Controller/Project Administrator
Guinéenne de Prestation et de Construction (GPC-SA)
09.2019 - Current
Senior Document Controller
TWIGG Exploration and Mining Limitada (a wholly owned subsidiary of Sryah Resources Limited)
02.2017 - 12.2018
ESL Language Teacher
51 Talk
05.2016 - 02.2017
Lead CSR
TELSTRA
01.2016 - 04.2016
Technical Support Specialist
Convergys
06.2015 - 12.2015
Lead Document Controller
Kipoi Copper Project (Represented by SEK-Tiger Resources)
05.2013 - 09.2014
Document Controller/Administrative Assistant/Travel Coordinator
Anvil Mining Congo SARL (Represented by Mawson West Ltd.)
01.2012 - 05.2013
Document Controller
MUMI-SENET Project
03.2011 - 12.2011
Bachelor of Science - Computer Engineering
University of St. La Salle
06.1997 - 03.2005
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