Jibu Malayil John

Document Controller
October 24, 1983

About Candidate

I wish to be considered for a career opportunity as a Document Controller with your reputed organization.


A self-motivated, physically fit and energetic Oil & Gas professional, I am willing to work offering my 100% dedication, flexibility, and commitment to the Skilled Team. Throughout my career spanning 14 years as a dedicated, hardworking and reliable team member, I have demonstrated a wealth of relevant skills and expertise that I believe would make a positive contribution to your highly regarded company. I am also deeply familiar with Microsoft Word, Excel and PowerPoint and adapt quickly to new programs.


I have 11 years of experience in Kuwait. I have performed various positions including Document Controller, Document Clerk & Gate pass coordinator for leading companies like Larsen & Toubro Limited, JGC (JGSK Joint Venture, KNPC CFP Project MAA, Kuwait) and Al Musairie National, Kuwait.


Please find attached my resume that outlines my relevant experience and suitability for the exciting opportunity. I am willing and able to complete any tests required. Thank you for your time and consideration in reviewing my application.



Yours sincerely,


Jibu M John


(00965 – 50527981)


Bachelor of Commerce 2009
Bharathiya Gurukula

Work & Experience

Document Controller Feb 2020 - Dec 2023
Larsen & Toubro Limited

• Maintaining & Updating Document Electronic files in EDMS (Electronic Document Management System). • Issue External Documents (Engineering & Vendor) Generating for Document Transmittal (DTN) through EDMS. • Preparing and submitting outgoing document transmittals (DTN’s), letters and maintaining received transmittals (CRS), letters from PMC office (TECHNIP). • Transmitting & receiving project documents to and from various stakeholders of the project. • Managing transmittals acknowledgments from various disciplines and uploading MOSS. • Maintaining an auditable document revision history of received & issued dates of letters and transmittals. • Coordinate with Project Site Engineers and Technip / KOC Secretaries for Equipment Clarence Certificates. • Receiving DTN’s notification by mail and onward submission of documents as per mentioned copies. • Sequential numbers were maintained for submission of various discipline documents. • Coordinate with KOC Controlling Team and HSE Team for New and Renewal PTW (Permit to Work) Cards for Work Site. • Checklists were done on the basis of document number, title, revisions, comments resolution sheets and legibility. • Coordinate with PMC Document lead and DCC (Document Control Centre) • Documentation (Overall Project Documents) scanning & indexing In System • Ensuring that Documents are released as per Project Document Numbering Procedure. • Documents storage and filing to ensure accessibility of all necessary files. • Documents, Drawing and Native files were Downloaded and uploaded by FTP Server. • Operating – Printer, Scanner, Plotter, Fax & All Type of Photocopy Machines.

Document Controller / Clerk Oct 2016 - Dec 2019

• Provide clerical and administrative support to Section Manager and staff. • Update and submit daily, weekly, and monthly work progress to Section manager. • Distribute work progress reports to Site & Project management. • Handling department related construction documents (Release Note, ISO Drawings, Wavier Request, MAR, Project Specification, Vendor Specification, Painting Procedure, Insulation Procedure & Company Letters). • Test Pack (spool) coordination. • TEST PACK updating in TOMAS (company software system). • Issuing Site Instruction. • Handling department related QC documents (ITR, NFI, RFI, ARR, NCR etc.) • Punch closing and updating files. • Maintain all reporting documentation and logs. • Coordination with subcontractors. • Maintain files and records so they remain updated and easily accessible. • Answer the departmental phones and distribute messages to the appropriate personnel when required. • Keep the departmental printers and copiers operating properly and alert management when repair is required. • Maintaining employees’ time sheet. • Take minutes of meetings and dictations. • Schedule meetings and prepare conference rooms. • Arrange department weekly meeting and sub-contractors meeting. • Reproduce and distribute documents on special request of staff members. • Ascertain that all records and files are properly labeled and categorized. • Assist in office management and organization procedures. • Monitor stocks of office supplies and report when there are shortages. • Utilize office appliances such as photocopier, printers etc. and computers for word processing, spreadsheet creation etc.

Document Controller cum Technical Assistant May 2012 - Oct 2016
Al Musairie National General Trading & Contracting Company, Kuwait.

• Assist with day-to-day operations of the Project and duties. • Receives, catalogues, and stores hard copies and electronic copies of all technical drawings, reports and related information in an orderly manner, in line with policies and procedures. • Allocates and controls the document numbering system for the project work. • Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable. • Responds in a timely manner to requests to retrieve information, information searches and general requests for support from project/department personnel. • Provide clerical and administrative support to Project Management. • Coordinating and follow up of the Project functions. • Compile and update employee records (hard and soft copies). • Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc.). • Coordinate HR projects (meetings, training, surveys etc.) and take minutes. • Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc.). • Conduct initial orientation for newly hired employees. • Assisting all the administrative jobs. • Preparation of all Correspondences, Quotations, Reports, Inquiries & Statements (Using MS-word, Excel). • Preparation of Minutes of Meeting. • Documentation as per ISO Standard & procedures- Quality Management System (SIMS & IMS). • Maintaining and updating company files and logs. • Maintaining and updating Organizational in & out correspondences, faxes, mails. • Receiving Incoming documents and distribution of documents • Filing the incoming and outgoing faxes and letters. • Distribution of Company mails. • Receiving phone calls and providing answers to inquiries and other requested information. • Ordering and maintaining office supplies. • Scheduled meetings & preparing minutes of meetings, arranging appointments. • Arranging & preserving files & Documents as per ISO standard procedures. • Conducting Internal & External Audits. • Arranging shipments. • Interacting with Procurements (Invoices, Quotations). • Maintaining invoices for payments. • Support the officers and project team in daily admin roles and assist to keep stock of stationary supplies for the department. • Coordinate arrangements inclusive of Gate Pass, Medical Leave, visa arrangements, claims etc.

Accountant Jan 2011 - Jan 2012
Asian Trading Corporation, Bangalore, India.

• Handle account payables and receivables. • Responsible for preparation of cash, bank, journal, purchase, contra and sales • Interact with internal and external clients relating to accounts and finance matters of out-standings, credit/debit notes, deductions, etc. • Perform sales invoicing to clients with information from operations department. • Preparing Cheques.

Junior Accountant Jun 2009 - Dec 2010
Alia Formtech Steel Roll Forming Industries, Kerala, India.

• Petty Cash handling • Preparing and issuing Cheques. • Preparing and submission of Invoices • Bank reconciliation and dealings