Syed Hussain
Summary
I am an ambitious and results-orientated Business Administration, documentation control and stakeholder service expert, with an impressive career thus far, looking to achieve a challenging role to further develop my skill set. A respected Construction Administrator and document manager with a positive mindset and a unique ability to build rapport quickly, creating long-lasting business and colleague relationships and developing passionate teams, to increase company exposure, reputation, and profitability. I bring long-term excellence and accuracy to the Transport Of NSW & Sydney Metro Project as a full-time document controller with years of expertise across software packages such as; Team Binder, Aconex, TRIM, and Share-point have experience in the construction industry. In addition to construction administration, I have accumulated experience with a range of personnel and business management specific situations and tasks, across varied companies all the upper echelons in terms of reputation, across document databases for major law Firms such as Baker McKenzie, ClaytonUtz, Ashurst, Colin, Ability to evaluate, prioritize, organize and delegate work schedules. Experienced in assisting departments with queries on documentation requirements and submissions; making me well-rounded and experienced professional. Maintaining a high level of competency in many areas, including accuracy, attention to detail, and procurement software knowledge including Aconex and its subsidiary applications, Microsoft Excel and data packages; I look forward to contributing to the achievement of set KPIs.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Document Management Operator
Millnet Financial Ltd
- Received and tracked documentation through the development process, maintaining version control, change lists while managing document routing and reviewing notification;
- Submitted document translation requests with translation service provider; initiated regulated document workflows for translations and coordinated making the documents effective;
- Updated document indexes sent distribution notices and supplied supporting documentation for change control implementation activities;
- Accountable for transforming various documents into electronic files through scanning. Provided support to copy, bound, log and box documents to fulfil reprographic work;
- Oversaw the integrity of data by maintaining consistent compliance with operational procedures and quality standards; Obtained document discovery on behalf of clients and likewise performed data entry of large volumes of documents as well as delimited and provided objective coding;
- Coached, guided and mentored to new users to update their skills in software use. Provided necessary training to new users for creating a searchable electronic database with thousands of legal documents;
- Liaised with all project personnel to ensure adherence of project deadlines and requirements. Coordinated and implemented all procedures and work instructions for projects.
- Successfully dealt with notable clients such as Freshfields, Bruckhaus Derringer, KPMG, TAG Insurance, Allen & Overy and Ever sheds, among others with the company’s document management solutions;
- Edited standard operating procedures and other controlled documents within recognised formats and guidelines, and established timelines.
Senior Document Controller
Transport of NSW
01.2022 - Current
- Manage document control processes including collection, creation, capturing, transmission, maintenance and preservation of project documents.
- Preparing reports of Quality Assurance activities on a weekly and monthly basis.
- Accurate and aware of the importance of meeting deadlines & maintaining workflow.
- Receives and issues documents under transmittal, externally and internally according to document distribution matrix: I ensure that all engineering documents are well checked and submitted on time prior to the submission of the documents due date.
- Ensures that all documents have no errors in filenames, revisions, submissions, etc before submitting it to the recipient department/party to avoid confusion.
- Ensures that controlled copies of the latest approved documents and drawings are given to the appropriate staff, contractors, and suppliers as applicable.
- Develops and maintains the projects department document control register.
- Records and files all documentation between the projects department, contractors, suppliers & independent construction control consultants: Maintains updated records of all approved documents and drawings in the Document Archive and the File Server with easy traceability.
- Allocates document numbers to internally prepared documents and incoming documentation;
- Maintains the files and control logs as required by the project procedures: Organised and maintained administrative and research-related document migration to allocated folders.
- Participated in preparing management reports and maintained proper records of files.
- Responsible for handling employees’ grievances, and handling sensitive and confidential information.
- Maintaining time and attendance records, and office accounts: Evaluated Cost management and Business development, revised weekly roster & trained employees on new systems.
- Track documents as required (e.g. incoming documents under review and outgoing document submissions).
- Liaise closely with the Design Review Manager to process design verification and ensure design packages are distributed to project team members promptly.
- Support project quality management and administration | Maintain relevant registers and libraries.
Senior Document Controller/Project Coordinator
APP Corporation P/L
07.2018 - 12.2021
- Support the Project Managers with the preparation of project start-up documentation.
- Maintain quality control of the recording of all documents, ensuring the project team are working to project plans/procedure.
- Complies with the document distribution matrix for receiving and distributing documents for transmittal, both internally and externally: Before the deadline for submitting documents, make sure that every engineering document is thoroughly examined and submitted on time.
- Assess and examine documents from customers, third parties and other sources to assist with making decisions based on legislative parameters.
- Identify opportunities for process improvement: Liaise with stakeholders to resolve moderately complex issues and escalate when it required.
- Provide advice and education to customers, stakeholders, and colleagues on straightforward regulatory and compliance matters.
- Provide advice & recommendations when performing quality Online checks.
- Reviewed records for completeness and accuracy, then identified and resolved any discrepancies while maintaining controlled copies of Quality documents and ensuring documents are archived.
- Successfully ensured the accuracy and completeness of all records in terms of presentation, format, and comprehensiveness: Effectively monitored the retrieval and distribution of controlled documents and ensured all documents are current.
- Overseeing the smooth operations of physically filling and retrieving documents.
- First point of contact for the work unit, respond to and provide advice and assistance to inquiries and correspondence, preparing correspondence, escalating as required.
Document Controller/Quality Assured
NSW Land & Property Information
12.2017 - 07.2018
- Maintained and managed multiple projects: Managed TRIM and the activities assigned, which included maintaining documentation and project records.
- Responsible for carrying out routine quality assurance inspection and managing the Digital Quality Assurance in all scanned records and files.
- Performed quality assurance and scanning of all files, whilst maintaining confidentiality around sensitive information and terms of agreement: Preparing records for transport, as well as responsible for preparing customer-requested documentation to accompany deliveries.
- Preparing reports of Quality Assurance activities on a weekly and monthly basis.
- Managed competency administration for project & ensured compliance to applicable standard procedures.
- Reviewed records for completeness and accuracy, then identified and resolving any discrepancies.
- Maintaining controlled copies of Quality documents and ensuring documents are archived using TRIM.
- Performing data entry in a timely and accurate manner, as well as managing the flow of documentation within the organization and ensuring all team members have access to the necessary information.
Document Controller/Administrator (Management Team)
Westpac
09.2014 - 12.2017
- Responsible for documenting all processes and procedures and updating, as necessary.
- Providing assistance in the preparation of specialized compliance training as directed.
- Responsible for transforming large volumes of documents into electronic files through scanning.
- Data Entry/Indexing of all scanned documents: Monitoring the Team Inbox.
- Organized documents as well as prepared and scanned all files in the Document Management system.
- Extending necessary assistance to receive physical hard copy documents and preparing them for scanning.
- Responsible for scanning all documents into the internal document system; Verifying all categories of the documents and application forms and further categorising sorted documents. Indexing scanned documents.
- Booking of meetings and meeting rooms: Setup of new employees with security passes.
- Assistance with event coordination, setups for events, organising catering and IT requirements.
- Meet and greet clients at office, manage phone as required: Ordering stock & stationary.
- Overseeing the smooth operations of physically filling and retrieving paper documents. Accountable for dispatching and destroying physical and image documents.
Administrator/Document Controller
Next Discovery
05.2011 - 09.2014
- Joined this premium evidence management service provider to provide support to its continuously expanding business in the country: Collaborate within a team to provide clients with a searchable electronic database consisting of thousands of archived legal and confidential documents.
- Oversee the technical and logistic requirements of scanning large volumes of documents whilst ensuring compliance to company standards in procedures, processing and quality.
- Perform all activities relative to the delimiting and objective coding of documents.
- Ensure that the Document Database is current and consistently updated for fast retrieval of documents.
- Respond to printing job orders which include the organisation, copying and binding of documents.
- Conduct new users with training on the correct use of various software.
- Successfully performed multiple drafting tasks such as writing, proofing, formatting and maintaining varied kinds of documentation for serving varied customers.
- Demonstrated excellence in ensuring 100% compliance on all file deliveries.
Education
Certificate IV - Business Administration
Australian Ideal College
01.2011
Skills
- Skilled Across Resource Management
- Experienced Senior Document Controller & Project Controller
- Teambinder/Aconex Sharepoint/TRIM
- Customer Service & Creativity
- Improving Efficiency and Efficacy
- Exceptional Attention to Detail
- Always Motivated and Energetic
Certification
2014: HP TRIM – Advanced User Training, HP Autonomy Education Sydney
AREAS OF EXPERTISE
- Project Profit Analysis
- Diverse Payroll Accounting
- Accounting Discrepancies
- Inter-Company Billing
- Financial Management
- Business Processes
- Enhanced Client Experience
- Profit & Loss; Basic Accounting
- Knowledge of Cost Components
- Administration of Accounts
- Self & Team Management
- Varied Conflict Resolution
- Vast Knowledge of HR Industry
- Brainstorming Creative Ideas
- Maximizing Efficiency Management
- Building a Passionate Team
Timeline
Senior Document Controller
Transport of NSW
01.2022 - Current
Senior Document Controller/Project Coordinator
APP Corporation P/L
07.2018 - 12.2021
Document Controller/Quality Assured
NSW Land & Property Information
12.2017 - 07.2018
Document Controller/Administrator (Management Team)
Westpac
09.2014 - 12.2017
Administrator/Document Controller
Next Discovery
05.2011 - 09.2014
Document Management Operator
Millnet Financial Ltd
Certificate IV - Business Administration
Australian Ideal College
Similar Profiles
DONELLE DRUMMONDDONELLE DRUMMOND
Office/Operations Manager at Thorough Financial Group/LPL FinancialOffice/Operations Manager at Thorough Financial Group/LPL Financial
Debra LarkDebra Lark
Financial Advisor at FIrst Financial Bancorp - FInancial Advisory ServiFinancial Advisor at FIrst Financial Bancorp - FInancial Advisory Servi
Cody WeisnichtCody Weisnicht
Client Service Representative at Threshold Financial-Ameriprise FinancialClient Service Representative at Threshold Financial-Ameriprise Financial
Bawinile NhlabatsiBawinile Nhlabatsi
<ul><li>Assist in preparing Subs Annual Budgets and reviewing Subs financial reports.</li><li>Provide support and training to partners to ensure adequate support for the program component.</li><li>Conduct partner technical supportive supervision on request basis from Grants & Compliance teams.</li><li>Coordinate grantee proposal review process and ensure compliance with solicitations and donor regulations.</li><li>Coordinate pre-award evaluations and assessments of potential grantees as needed.</li><li>Analyze, verify and review grantees proposal budgets to ensure donor compliance and reasonableness.</li><li>Coordinate the assessment of grantee risk and implement appropriate systems and agreements to minimize risk.</li><li>Ensure timely and appropriate close-out of sub-grants and coordinate the close-out of EGPAF prime grants.</li><li>Provide support and training to partners finance staff to build financial and accounting capacity to ensure adequate support for the program component.</li><li>Monitor partners’ spending patterns as part of the overall project budget to actual analytics.</li><li>Follow up on Grantee monthly invoices & supporting documents</li><li>Serve as an expert on applicable policies, procedures, rules, and regulations and assist staff with their interpretation and understanding of these.</li><li>Stays abreast of donor policies, procedures, rules and regulations and host country legal requirements and informs local and regional management of significant changes.</li><li>Perform internal departmental/grants reviews ensuring compliance with Foundation and donor requirements. Identify potential areas of compliance vulnerability and risk; assists with the development of corrective action plans for the resolution of problematic issues; and provides general guidance on how to avoid or deal with similar issues in the future</li><li>Conduct on-site financial compliance reviews which include: cash counts; review of accounts receivables including employee receivables; documentation of segregation of duties and internal control structure; document storage and retention</li><li>Document findings, propose improvements or change as relevant, disseminate findings and ensure follow up implementation of recommendations as well as resolution</li><li>Conduct random surprise checks and vendor verification reviews to ensure proper procurement procedures are being practiced and report on findings</li><li>Develops an effective Compliance & Ethics training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers</li><li>Assists with improving the awareness and understanding of compliance to assist employees with the establishment of a “culture of compliance”</li></ul> at Elizabeth Glaser Pediatric Aids Foundation<ul><li>Assist in preparing Subs Annual Budgets and reviewing Subs financial reports.</li><li>Provide support and training to partners to ensure adequate support for the program component.</li><li>Conduct partner technical supportive supervision on request basis from Grants & Compliance teams.</li><li>Coordinate grantee proposal review process and ensure compliance with solicitations and donor regulations.</li><li>Coordinate pre-award evaluations and assessments of potential grantees as needed.</li><li>Analyze, verify and review grantees proposal budgets to ensure donor compliance and reasonableness.</li><li>Coordinate the assessment of grantee risk and implement appropriate systems and agreements to minimize risk.</li><li>Ensure timely and appropriate close-out of sub-grants and coordinate the close-out of EGPAF prime grants.</li><li>Provide support and training to partners finance staff to build financial and accounting capacity to ensure adequate support for the program component.</li><li>Monitor partners’ spending patterns as part of the overall project budget to actual analytics.</li><li>Follow up on Grantee monthly invoices & supporting documents</li><li>Serve as an expert on applicable policies, procedures, rules, and regulations and assist staff with their interpretation and understanding of these.</li><li>Stays abreast of donor policies, procedures, rules and regulations and host country legal requirements and informs local and regional management of significant changes.</li><li>Perform internal departmental/grants reviews ensuring compliance with Foundation and donor requirements. Identify potential areas of compliance vulnerability and risk; assists with the development of corrective action plans for the resolution of problematic issues; and provides general guidance on how to avoid or deal with similar issues in the future</li><li>Conduct on-site financial compliance reviews which include: cash counts; review of accounts receivables including employee receivables; documentation of segregation of duties and internal control structure; document storage and retention</li><li>Document findings, propose improvements or change as relevant, disseminate findings and ensure follow up implementation of recommendations as well as resolution</li><li>Conduct random surprise checks and vendor verification reviews to ensure proper procurement procedures are being practiced and report on findings</li><li>Develops an effective Compliance & Ethics training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers</li><li>Assists with improving the awareness and understanding of compliance to assist employees with the establishment of a “culture of compliance”</li></ul> at Elizabeth Glaser Pediatric Aids Foundation
CHUNG FU HAO (ELSON)CHUNG FU HAO (ELSON)
Document Management Associate at Fujifilm Business Innovation Singapore PTE.LTD.Document Management Associate at Fujifilm Business Innovation Singapore PTE.LTD.