Asif Hashmi
Document Controls Management/Project Management
Summary
▪ Fifteen (15) years of experience in managing and delivering professional services, encompassing Information Management in various functionalities and departments such as Infrastructure, Oil & Gas, Petrochemical, Rail, Metro, BRT, Logistics industries into multinational companies. EDMS Program (ACONEX) certified. Recently worked as the Document Controls Manager for NEOM -The Line Region.
▪ Have sound knowledge in Document Management Life Cycles, Project Management Methodology, and best practices. My excellent communication skills have always been a value addition factor. Preparation, implementation, review, and management of centralized project documents library. Understanding of project Phases from start-up, design, procurement (tender & award), construction, commissioning, as built and archiving.
▪ Enjoy educating team members on latest technologies that improve operational efficiency. Look forward to act as a resource on good document, data & records management practices to upcoming document controllers, give tips on effective document and data management systems in the related industry. Works closely with the other Handover Leads and other members of the Testing, Commissioning and Handover team.
Professional Core Values
▪ Highly well versed with positions as Documents Controls Manager, Projects Administrator/Coordinator, Team Leader with excellent skills & the ability to work in a dynamic organization.
Overview
30
30
years of professional experience
2
2
Certificates
3
3
Languages
Work History
Document Controls Manager
Comfort Knitwear Pvt. Ltd
- ZARA/ADIDAS/NIKE/ROBE DI KAPPA
Document Controls Manager
Asif Hashmi
Controls Manager/Project
Document
Document Controls Manager
Line
10.2021 - Current
- Report directly to the Project Director The Line for the preparation of all documents and securing approvals of a day-to-day basis to set up processes, guidelines, and responsibilities of various project document
- Design and implemented EDMS (ACONEX) - Document Management Plan &
- Procedure, Numbering Scheme, Quality Procedure, and Policy’s, Templates, Process
- Workflows, forms, Diagrams, Communication Matrix, folder structure, to facilitate for the project team & all stakeholders
- Point of contact for all communication on behalf of client (NEOM) under DCC perspective
- Integration of SharePoint and Aconex for auto reporting
- Planning and implementation of Weekly/Monthly Dashboards for the management review on SharePoint
- Policing and supervising all the stakeholders (supervising consultants/contractors) for all the projects under Wadi Safar
- Chairing the weekly DCC meetings with all stakeholders, Sit
- Supervisions/Contractors
- Managing and preparing quality procedures in compliance with EDMS (ACONEX)
- Maintaining a configured document management system compliant with regulatory, quality, company, and client (both internal and external) requirements
- Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, policing and following up of all the workflows, generating EI, CVI, letters etc
- Fully compliance with clients need for example preparing distribution matrices and sharing documents to concerned departments and preparing an electronic setup for all such process
- Arranging on-boarding sessions in Aconex for new stakeholders/contractors in terms of providing right access to the right organization
- Making sure before onboarding into live projects, all stakeholders have received all the training and quality checklist for the submission process
- Supervising internal & external DCC teams to make sure that standard protocols are being followed
- Managing preventive actions for any kind of contradiction
- Taking corrective actions in case of any non-compliance
- Providing guidance and advice on methods, procedures, standardization, and requirements for any Project Administration protocol
- Responsible for any kind of document change control
- Control design changes, layouts detailed design rule book, and master plan etc
- Regulating the change process so that only approved and validated changes are incorporated into released product documentation
- Ensures accuracy by reviewing all workflows for each document until its transmittal completeness, proper authorization, and system updates
- Gate between client & all stakeholder’s official communication
- Letters, Transmittals, incoming & outgoing
- Collaborate with all departments to complete their documentation & guiding them for the proper implementation of Document Management Plan
- Asif Hashmi
- Document Controls Manager
- Page 3 of 8 Supporting audits (internal, external, 3rd party) to verify that regulatory and quality requirements have been met
- Maintained and update EDMS, distributing documents, ensuring accuracy of all documentation, and Set up/assist document control filing system
- Providing work direction and guidance to staff to assure completion of assigned tasks and other duties
- Responsible for procedure reviews and facilitating procedure updates with process owners
- Project Wadi Safar – Infrastructure, for the proper implementation of Document Management Plan
- Supporting audits (internal, external, 3rd party) to verify that regulatory and quality requirements have been met
- Maintained and update electronic information systems, distributing documents, ensuring accuracy of all documentation, and Set up/assist document control filing system
- Providing work direction and guidance to staff to assure completion of assigned tasks and other duties
- Responsible for procedure reviews and facilitating procedure updates with process owners
- Project Procurement, O&M of Makkah Metro Bus
Document Controls Manager
WSP Middle East
09.2021 - Current
Document Controls Lead/Manager
10.2020 - 09.2021
- Report directly to the Project Director Wadi Safar for the preparation of all documents and securing approvals of a day-to-day basis to set up processes, guidelines, and responsibilities of various project document
- Design and implemented EDMS (ACONEX) - Document Management Plan &
- Procedure, Numbering Scheme, Quality Procedure, and Policy’s, Templates, Process
- Workflows, forms, Diagrams, Communication Matrix, folder structure, to facilitate for the project team & all stakeholders
- Point of contact for all communication on behalf of client (DGDA) under DCC perspective
- Policing and supervising all the stakeholders (supervising consultants/contractors) for all the projects under Wadi Safar
- Chairing the weekly DCC meetings with all stakeholders, Site
- Supervisions/Contractors including PMO & client Managing and preparing quality procedures in compliance with EDMS (ACONEX)
- Maintaining a configured document management system compliant with regulatory, quality, company, and client (both internal and external) requirements
- Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, policing and following up of all the workflows, generating EI, CVI, letters etc
- Fully compliance with clients need for example preparing distribution matrices and sharing documents to concerned departments and preparing an electronic setup for all such process
- Arranging on-boarding sessions in Aconex for new stakeholders/contractors in terms of providing right access to the right organization
- Making sure before onboarding into live projects, all stakeholders have received all the training and quality checklist for the submission process
- Supervising internal & external DCC teams to make sure that standard protocols are being followed
- Managing preventive actions for any kind of contradiction
- Taking corrective actions in case of any non-compliance
- Providing guidance and advice on methods, procedures, standardization, and requirements for any Project Administration protocol
- Responsible for any kind of document change control
- Control design changes, layouts detailed design rule book, and master plan etc
- Regulating the change process so that only approved and validated changes are incorporated into released product documentation
- Ensures accuracy by reviewing all workflows for each document until its transmittal completeness, proper authorization, and system updates
- Gate between client & all stakeholder’s official communication
- Letters, Transmittals, incoming & outgoing
- Collaborate with all departments to complete their documentation & guiding them
- Asif Hashmi
Document Controls Lead
WSP Middle East
10.2020 - 09.2021
CEO, Controls Manager
12.2017 - 09.2020
- Report directly to the, and BOD (Board of Directors) of Nemsa Holding Company for Preparation of technical proposal and securing approvals of a day-to-day basis to
- Set up processes, guidelines, and responsibilities of various project documents
- Working also as Project Administrator of Makkah Metro for actively resolving Aconex configuration/technical issues (includes modifying modules, workflow reviews set, adding, modifying documents approval codes, discipline/ sub-discipline, WIRs, NCRs,
- RFIs & letters formats etc.) after mutual agreement & on behalf of all parties (client,
- PMOC, PMCM & contractor)
- Design and implemented EDMS (ACONEX) - Document Management Plan &
- Procedure, Numbering Scheme, Quality Procedure, and Policy’s, Templates, Process
- Workflows, forms, Diagrams, Communication Matrix, folder structure, to facilitate for the project team & all parties participating in Project
- Maintaining a configured document management system compliant with regulatory, quality, company, and customer MRDA, MMRTC, MPTP (both internal and external) requirements
- Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, WIRs, RFIs,
- MIRs, Letters, Submittals daily/weekly/monthly reports, and documents from the client, client’s representative and all subcontractors
- Fully compliance with clients and Consortium needs
- (TCC, Consultrans, Imathia,
- Alshoula, AlMaghrabi & Nesma Holding)
- Support Technical Team in organizing the design and construction documents to facilitate the search according the Project WBS and emphasize on running activities documents on site
- Providing guidance and advice on methods, procedures, standardization, and requirements for any Project Administrational protocol
- Responsible for any kind of document change control
- Control design changes, layouts detailed design rule book, and master plan etc
- Regulating the change process so that only approved and validated changes are incorporated into released product documentation
- Ensures accuracy by reviewing all workflows for each document until its transmittal completeness, proper authorization, and system updates
- Gate between client & contractor official communication
- Letters, Transmittals, incoming & outgoing
- Collaborate with all departments and managing document controllers to complete their documentation & guiding them for the proper implementation of Document
- Management Plan
- Supporting audits (internal, external, 3rd party) to verify that regulatory and quality requirements have been met
- Maintained and update electronic information systems, distributing documents, ensuring accuracy of all documentation, and Set up/assist document control filing
- Asif Hashmi
- Document, system
- Providing work direction and guidance to staff to assure completion of assigned tasks and other duties
- Responsible for procedure reviews and facilitating procedure updates with process owners
- Assure that all company personnel are adequately trained in the principals, policies, and procedures of the Document Management Plan Responsible to provide for Aconex training and development program for new joiners
- Transportation of Petroleum Products ADNOC, GASCO, TAKREER,
- BOUROUGE
Document Controls Manager
Nemsa Holding
12.2017 - 09.2020
Document Controls Manager/Projects Administrator
09.2013 - 11.2017
- Handled projects documentation, Administration distribution, warehouse reporting, and administration
- Handled DCC procedures and administration of Abu Dhabi National Oil Company (ADNOC), GASCO, TAKREER & BOUROUGE (UAE Government Refinery & Logistics
- Companies) within United Arab Emirates
- Also handled documentation of land transport of pallets flat bed/low bed transportation within UAE and cross border
- Aconex and SharePoint system implementation
- Preparing weekly/monthly reports for the executive management
- Creating and implementing workflows and follow up with the team
- Utilization of various transportation to facilitate petroleum products movement planning & scheduling
- Taking care mode of shipments & their required documentations
- Coordination on daily operational and administrative activities, track and supervise location including movement of all transporting vehicles & personnel
- Managing the document controllers team
- Working closely with customers to assure efficient and effective execution of defined processes and products transportation and preparing documentations
- Organizes and maintains hard copy and electronic documentation supporting order fulfillment, distribution means, pricing, and contractual obligations
- Preparing proper paperwork for billing and authorization of a variety of invoices as per defined processes
- Submission of monthly invoices & follow up payments and advise finance department
- Creating and maintaining daily, weekly, and monthly statistics
- Making reports for any incident happen during or after delivery of product
- Yearly clearance of all the vehicles from state government to keep operation run smoothly
- Preparing all the documents for monthly & yearly gates passes of whole project team
- Coordination with Riggs, Depots, Defense authorities, agencies on border & all the concerned area of shipments for timely prepared security passes of transportation & personnel's
- Building Materials Supply & Installation OASIS Hospital & ARZANAH Medical
- Complex - AUH
- Asif Hashmi
Admin
Emirates, Transport
09.2013 - 11.2017
Document Controls Manager/Project Administrator
GASCO/ADNOC
02.2013 - 08.2013
- Maintaining and developing good relationship with customers through personal contacts, meetings & via telephone
- Playing an efficient role by supervision of all DC’s and Admin staff, mobilization of teams, checking status of international and national shipments & delivery
- Helping management by clarifying current situations of Admin operations from site/office
- Implementing EDMS systems into the projects Implementing workflows system and in alliance with all project participants and stakeholders
- Preparing required reporting for the operations manager
- Improve the administration systems, processes, and policies in support of organizations mission specifically, support better management reporting, information flow and management, business process and organizational planning
- Manage and increase the effectiveness and efficiency of Support Services (HR and
- Finance), through improvements to each function as well as coordination and communication between support and business functions
- Play a significant role in long-term planning, including an initiative geared toward DCC and administration excellence
- Management of agency budget in coordination with the Executive Director
- Development of individual program budgets
- Invoicing to funding sources, including calculation of completed units of service
- Disbursement of checks for agency expenses
- Organization of fiscal documents
- Regular meetings with Executive Director around fiscal planning
- Supervise and coach office manager on a weekly basis
- Building Material Supply & Installation RUWAIS 4th NGL Train
Document Controls Manager/, Project Admin
Al Baldah Trading, Services LLC
02.2013 - 08.2013
Project Coordinator
Asif Hashmi
01.2011 - 01.2013
- Maintaining a healthy relationship with existing customers while opening up fresh customers
- Preparing quotations with the costing, invoices, receipt vouchers, purchase orders and delivery notes
- Following up on the tendering projects through to the early job-in-hand stages – as long as the structure hasn’t been erected fully
- Channeling the above projects to the sales team, as and when necessary
- Providing administrative support
- Making entries in the quote report and suppliers’ live quote, once the quotation has been sent
- Handling the fax machine i.e
- Fax in & out
- Preparing submittals for the clients upon request from the sales team
- Sampling the products
- General Inquiries outwards, i.e
- Suppliers’, clients & etc
- Supporting the sales team in attaining sales targets, e.g
- Fixing appointments
- Communicating with the sales team for status of order
- Maintaining an efficient work environment
- Coordinating and responding to all requests of internal meetings.
Coordinator
Al Baldah Trading, Services LLC
01.2011 - 01.2013
Admin/Sales Executive
Comfort knitwear Pvt. Ltd
10.2008 - 10.2010
- Developing a proactive distribution Achieving monthly Sales Target keeping in view the sale-insights Identifying new business opportunities Creating reports weekly/monthly Developing good market relationship and refine one-on-one selling Getting retail or wholesale buyers to purchase company’s garments and accessories
- Contacting and meeting with potential buyers, providing hospitality for them and organizing events such as fashion shows
- Identifying and targeting prospective customers and answering their questions about products, prices, credit terms and other matters
- Recommending products to customers based on their needs and interests, demonstrating and explain products, and providing samples and catalogs
- Negotiate contracts, credit terms and warranties, and providing support to customers after the sale
- Negotiate contracts, quote prices, arrange deliveries, monitoring the textile market and keep up with the latest products.
Admin/Sales Executive
Comfort Knitwear
10.2008 - 10.2010
Assistant Admin/Sales Executive
Comfort Knitwear Pvt. Ltd, ADIDAS/NIKE/ROBE DI KAPPA
04.2007 - 10.2008
- Organizing sales visits Prepares reports MOM preparation and distribution Demonstrating and presenting products Maintaining accurate records Attending trade exhibitions, conferences and meetings Reviewing sales performance Negotiating contracts and packages Aiming to achieve monthly or annual targets
- Greeting customers and assisting them with any queries
- Reporting complaints to a manager or supervisor
- Ensuring the store’s stock is constantly replenished
- Helping other staff with deliveries
- Keeping up to date with the features and benefits of each product
- Managing customer transactions
- Helping to persuade customers to make apurchase.
Admin/Sales Assistant
Comfort Knitwear, PAK
04.2007 - 10.2008
Education
B.A) Bachelors - Pol. Science
University of the Punjab
FSC - General Science and Mathematics
Model Degree College
B.A) Bachelors Major - Pol. Science
FSC - General Science and Mathematics
Skills
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Certification
Aconex Certified (ACA – ACP – ACS)
Additional Information
Accomplishments
- Aconex Certified (ACA – ACP – ACS)
- SharePoint Projects Administrator
- Primavera
- Unifier
Timeline
Document Controls Manager
Line
10.2021 - Current
Document Controls Manager
WSP Middle East
09.2021 - Current
Document Controls Lead/Manager
10.2020 - 09.2021
Document Controls Lead
WSP Middle East
10.2020 - 09.2021
CEO, Controls Manager
12.2017 - 09.2020
Document Controls Manager
Nemsa Holding
12.2017 - 09.2020
Document Controls Manager/Projects Administrator
09.2013 - 11.2017
Admin
Emirates, Transport
09.2013 - 11.2017
Document Controls Manager/Project Administrator
GASCO/ADNOC
02.2013 - 08.2013
Document Controls Manager/, Project Admin
Al Baldah Trading, Services LLC
02.2013 - 08.2013
Project Coordinator
Asif Hashmi
01.2011 - 01.2013
Coordinator
Al Baldah Trading, Services LLC
01.2011 - 01.2013
Admin/Sales Executive
Comfort knitwear Pvt. Ltd
10.2008 - 10.2010
Admin/Sales Executive
Comfort Knitwear
10.2008 - 10.2010
Assistant Admin/Sales Executive
Comfort Knitwear Pvt. Ltd, ADIDAS/NIKE/ROBE DI KAPPA
04.2007 - 10.2008
Admin/Sales Assistant
Comfort Knitwear, PAK
04.2007 - 10.2008
Document Controls Manager
Comfort Knitwear Pvt. Ltd
Document Controls Manager
Asif Hashmi
Controls Manager/Project
Document
B.A) Bachelors - Pol. Science
University of the Punjab
FSC - General Science and Mathematics
Model Degree College
B.A) Bachelors Major - Pol. Science
FSC - General Science and Mathematics
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