CISSY WHITMIRE
Document Control Data Clerk
Lumberton,TX
Summary
Document Control Specialist with 20 years of Construction, Oil and Gas experience. Proficient in Microsoft Word formatting and document management. Familiar and comfortable with paper-based document control procedures in addition to GMP regulated environment. Excellent eye for detail and highly organized. Document Processing Specialist developing and implementing document control and management strategies. Stores documents correctly for easy employee access. Excellent communication and organizational skills, with proficiency in standard office software and attention to detail.
Overview
16
16
years of professional experience
Work History
Document Control Specialist
Pro-surve Technical Services
Port Arthur, TX
01.2023 - 05.2023
- Total Energies Unibon Outage 2023 Turnaround
- Establish distribution system, providing hard copy and/or online access to reports, maintained security profiles within report distribution system.
- Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates.
- Worked with internal staff to process documents and sent for closing.
- Provided assistance with inbound and outbound document processes, document sorting, logging and work order creation.
- Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files and cloud storage.
- Maintained document control system and updated work instructions, procedures and associated databases.
- Converted documents from one application to another.
- Uploaded company procedures and policies to EDMS, routing for approval and training.
- Provided support for document controls and worked with contract documents.
- Checked accuracy and completeness of documents to identify deficiencies and recommend corrective actions.
- Managed technical documentation flow of engineering, project management and construction activities.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
- Carefully reviewed all documents and reports for completeness and accuracy.
- Used Adobe Acrobat, Blue Beam and ProjectWise for document management and enhancements.
Document Control
JZ Russell Industries/Total Energies
Port Arthur, TX
09.2022 - 01.2022
- Total Energies Outage 2022 Turnaround
- Provide administrative support to multiple managers with a demonstrated ability to improvise, improve procedures, and meet demanding deadlines
- Maintain accurate and up to date files in hard copy and electronic filing systems
- Document Control duties include all hard copy filing with regards to job files
- Manage and maintain archives, hard copy and electronically
- Print and control hard copy files
- Establish distribution system, providing hard copy and/or online access to reports, maintained security profiles within report distribution system.
Document Control
JZ Russell Industries/Total Energies
Port Arthur, TX
09.2021 - 12.2021
- Total Energies Outage 2021 Turnaround
- Provide administrative support to multiple managers with a demonstrated ability to improvise, improve procedures, and meet demanding deadlines
- Maintain accurate and up to date files in hard copy and electronic filing systems
- Document Control duties include all hard copy filing with regards to job files
- Manage and maintain archives, hard copy and electronically
- Print and control hard copy files
- Establish distribution system, providing hard copy and/or online access to reports, maintained security profiles within report distribution system.
Retail Sales Lead
Anderson Merchandisers
Beaumont, TX
04.2020 - 09.2021
- Communicated regularly with territory, regional and strategic managers for daily support and strategic planning for accounts
- Adhered to all state and federal regulations covering industry activities
- Evaluated production levels, quality standards and maintenance actions to identify and address operational problems and maintain targets.
Adecco
Beaumont, TX
01.2020 - 03.2020
- Was hired as a temporary associate to assistant Pepsi employees at multiple locations sitting new plan-o-gram displays in coolers.
Administrative Assistant/Office
Triple S Industrial
Lumberton, TX
09.2017 - 08.2019
- Scheduled office meetings and client appointments for team of ten professional Process Operators
- Arranged rapid office equipment repair and maintenance with vendors
- Organized weekly staff meetings and logged minutes for corporate records
- Drafted professional memos, letters, and marketing copy to support business objectives and growth
- Executed record filing system to improve document organization and management
- Coached new employees on administrative procedures, company policies and performance standards
- Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff, and greeting visitors
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data
- Construction Subcontract Management Knowledge, Oracle Procurement, Hard Dollar
- Monitored Operation's Department work calendar and scheduled appointments, meetings, and travel
- Sorted and distributed office mail and recorded incoming shipments for corporate records
- Processed invoices and expenses using SAP to facilitate on-time payment
- Offered office-wide software support and training, including troubleshooting issues and optimizing usage
- Interacted with vendors, contractors, and professional services personnel to receive orders, direct activities, and communicate instructions
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Used Microsoft 365 to coordinate meetings, appointments, and tasks for ten senior executives
- Updated executives on changing business needs by thoroughly documenting internal and client meetings
- Helped, collaboration and clerical support to auditors throughout entire review process
- Promoted team productivity by keeping supplies organized and well-stocked
- Maintained complex digital filing system for financial information
- Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
Office Manager
Coastal Performance Group
Houston, TX
09.2014 - 08.2016
- Coordinated special projects and managed schedules.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Managed office operations while scheduling appointments for department managers.
- Updated reports, managed accounts, and generated reports for company database.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Created, maintained and updated filing systems for paper and electronic documents.
- Improved safety procedures to promote employee well-being and safety and protect company from potential liability.
- Recruited, interviewed and hired employees and implemented mentoring program to promote positive feedback and engagement.
- Assisted in organizing and overseeing assignments to drive operational excellence.
- Planned, created, tested and deployed system life cycle methodology to produce high quality systems to meet and exceed customer expectations.
Environmental Safety Technician
CAM Environmental Services
Pasadena, TX
01.2011 - 06.2014
- Developed safety and occupational safety training programs to comply with state and federal regulations, industry standards and organizational guidelines.
- Conducted ongoing job safety analysis for conformity to personal protective equipment guidelines and occupational safety procedures.
- Provided assistance in managing health and safety programs aligned with industry standards.
- Identified workforce safety violations and issued violations to maintain integrity of safety program.
- Served as primary backup to officer in charge with various responsibilities related to compliance, operations management, and staff supervision.
- Monitored safety and assessed risk levels and mitigation strategies at industrial worksites and on construction jobs.
- Collected, arranged, and input information into database system.
- Created and managed project plans, timelines and budgets.
- Frequently inspected production area to verify proper equipment operation.
- Generated reports detailing findings and recommendations.
- Developed and updated tracking spreadsheets for process monitoring and reporting.
- Gathered, organized and input information into digital database.
Field Timekeeper /Administrative Specialist
Mason Construction Inc
Beaumont, TX
01.2007 - 01.2010
- Construction on to major projects one at Motive Port Arthur, TX and one at Exxon Mobil Beaumont, with Triples S Industrial Contracted to Total Petrochemical in Port Arthur Texas
- Strengths lie in ability to stay organized, be on time, multitask as well as being able to work within a group, one on one, and alone without supervision
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Sorted, opened, and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Created and updated physical records and digital files to maintain current, accurate, and compliant documentation.
- Identified communication channels to set roadmap to distribute information.
- Handled mail, packages, emails, document transmissions and other types of data with both manual and automated tracking strategies.
- Scheduled meetings booked meeting rooms and prepared meeting agendas.
- Maintained supplies inventory by checking stock to determine inventory level and ordering new supplies when inventory runs lows.
- Worked on behalf of senior leaders to complete project requirements according to schedules and within budgetary limitations.
Education
High School Diploma -
OSHA 30 Construction - undefined
Certificate in Construction Site Safety Supervisor, Construction Site Safety Technician, Safety Technology - undefined
Bookkeeping and Accounting 4. ISO: 45001-2018. CPR, First Aid, AED OSHA Train the Trainer Occupational Safety Health Training Occupational Safety Management Occupational Safety Ergonomics Occupational Safety Training Development - undefined
Skills
Have completed ISTC Basic Plus and have a current TWIC cardCompetent in Management needs such as Traveling with Management, reports, scheduling travel plans, scheduling meetings, dinners, and office partiesHave used QuickBooks and Microsoft for many offices needs and am very quick at picking up on new things and programs as far as learning new systems and the ways a new office may use to operateCore Competencies: Payroll, accounts payable, accounts receivable, invoicing validation, safety, progress reporting, knowledge and understanding earned value, hard dollar projects, knowledge of project cost software, human resource assistant, payroll reports, administration assistant, payroll taxes, compliance control, process auditing, software applications, checking timecards, investigating discrepancies, recording data, filing, new employee enrollment, development documentation, clerical, computer skills, written communication, OSHA train the trainerSKILLSTrack, Track Software, SAP, PCMS, EDMS, CMIS, AutoCAD, Oracle Procurement Module, Microsoft Office Suite, Excel, Word, Teams, advanced SAP knowledge, Microsoft Office
Good judgement
Stress tolerance
Assessing performance
Good eyesight
Awareness to reactions
Time management
Staff Management
Expense reporting
Travel coordination
Bookkeeping
Project Management
Business administration
Office management
Administrative support
Performance improvement
Mail handling
Sorting and labeling
Scheduling
Spreadsheet management
Quality assurance
Documentation and reporting
Documentation and control
Database Management
Program files maintenance
Workflow planning
Invoice Processing
Recordkeeping
Mail distribution
Legal administrative support
Project planning
Multi-line phone proficiency
Travel administration
OSHA compliance
Human resource laws
Employee timesheet processing
Purchase orders organization
iManage
Database administration
Document conversion
Meeting arrangements
Customer and client relations
Contract agreement preparation
Supervising staff
Attendance record management
AP/AR proficiency
Employee training and development
Records management
Policy and procedure modification
Travel planning
Conference planning
Standard operating procedures
Compliance controls
Data accuracy
Document organization
Project support
Tracking document flow
Invoicing support
Quality Management
Digital file organization
Proficiency in SAP
Data logging
Databook preparation
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
The person who says it cannot be done should not interrupt the person who is doing it.
Chinese proverb
Timeline
Document Control Specialist
Pro-surve Technical Services
01.2023 - 05.2023
Document Control
JZ Russell Industries/Total Energies
09.2022 - 01.2022
Document Control
JZ Russell Industries/Total Energies
09.2021 - 12.2021
Retail Sales Lead
Anderson Merchandisers
04.2020 - 09.2021
Adecco
01.2020 - 03.2020
Administrative Assistant/Office
Triple S Industrial
09.2017 - 08.2019
Office Manager
Coastal Performance Group
09.2014 - 08.2016
Environmental Safety Technician
CAM Environmental Services
01.2011 - 06.2014
Field Timekeeper /Administrative Specialist
Mason Construction Inc
01.2007 - 01.2010