Summary
Overview
Work History
Skills
Accomplishments
Timeline
Generic

Gloria Gilbert

Webster,TX

Summary

Results-oriented document controller with extensive knowledge of document management processes and procedures. Excel at accurately controlling document numbering, filing, sorting, retrieval, and archiving of project deliverables. Experience working closely and professionally with peers, technical leads, supervisors, and contractors. Adept at balancing competing priorities and tight deadlines, with excellent communication skills, both oral and written. Capable of working independently, taking directions at all levels, and enjoying learning and accepting new challenges.

Overview

16
16
years of professional experience

Work History

Lead Document Controller

Chevron Corporation
01.2021 - Current
  • Supported all departments within Design Engineering.
  • Created SharePoint sites for Design Execution projects.
  • Developed procedures/processes as required.
  • Created communication plans to raise awareness and ensure compliance with DC procedures and systems.
  • Archived project records in accordance with project deliverables retention standards.
  • Collaborated with project teams to produce internal deliverables and distribution lists.
  • Defined DC processes for the project to capture and track all document workflows, including approvals and distributions.
  • Assisted with document management system administration.
  • Ensured each applicable metadata field was accurately updated and maintained in each Master Deliverables Register.
  • Processed incoming and outgoing correspondence in a timely manner.
  • Conducted reviews for SharePoint and DMS to ensure compliance.
  • Served as an SME to participate in process development and improvement across various functions and entities.
  • Documented and maintained workflows and processes in use on the project.
  • Project close out.
  • Provided level 1 support for troubleshooting standard MS Office applications and Document Management Systems (Adobe, MS Office, SharePoint).
  • Assisted with creating FDS document numbering system for all departments.
  • Technical writing for multiple Business units within Chevron.
  • Scribe for Design Assurance
  • Enhanced productivity by automating routine tasks and developing custom tools for use.
  • Ensured timely distribution of documents to project teams, resulting in improved communication and collaboration.
  • Reduced document retrieval time by designing and implementing a centralized filing system that improved access to critical project information.
  • Implemented quality assurance measures for all documentation, guaranteeing accuracy and minimizing errors in project deliverables.
  • Provided ongoing support to project managers through effective communication channels and prompt response times regarding document-related inquiries or issues.
  • Coordinated closely with legal teams to ensure proper handling of confidential documents in accordance with established regulations and policies.
  • Managed sensitive information with strict confidentiality protocols, ensuring data security and protecting company interests.
  • Facilitated seamless transitions between project phases through meticulous record-keeping and clear communication with stakeholders.
  • Conducted regular audits of document management systems, identifying areas for improvement and implementing corrective actions as required.

Document Control Specialist

PGAL
07.2019 - 03.2020
  • Collaborated with 20+ consultants and multiple document controllers to ensure document flow and data management, revisioning, and document numbering.
  • Submitted Transmittals within Newforma, eBuilder, and Aconex with 20+ consultants.
  • Worked within several Electronic Document Management Systems (EDMS) systems, including SharePoint Online, LiveLink, eBuilder, Newforma, and Aconex; document exchange via transmittals, uploading of documents, RFIs; initiating, tracking, and closeout.
  • Created Distribution Matrix for major projects and consultants.
  • Developed templates and processes.
  • Submitted Tenant Alteration Application (TAA) packages.
  • Reported statistical information to project leaders on information flow for the project.
  • Trained new and existing team members on document control procedures and systems.
  • Worked with consultant document controllers on systems and protocols.
  • Managed all onboarding, internal and external, security documentation requirements, training certificates, and Team Roster with all consultants and sub-consultants.
  • Created work instructions/procedures documents for use internally and externally.

Document Controller, Senior Document Controller

Chevron Corporation
01.2009 - 01.2016
  • Responsible for startup and coordination of multiple projects within business units and multiple project phases.
  • Developed, managed, coordinated, and implemented necessary processes, procedures, contract language, and systems for accurate information management and document control.
  • Demonstrated success on the job, evidenced by satisfactory performance, acceptance of responsibility, and growth in previous positions.
  • Worked closely with Information Management Coordinator and Information Management Analyst to develop Documentation SharePoint Solution and Document Control Procedure for Phase 1 & 2 Projects within the Business Unit.
  • Held Information Management kick-off meetings with Engineering, Procurement, and Construction (EPCs) and Internal Project Team.
  • Managed transmittal of information between Chevron and Contractor to expedite information flow and ensure accurate and timely release of all document changes.
  • Tracked contractor and vendor deliverables throughout the project lifecycle (recording revisions, revision purposes, distribution, and transmittal histories).
  • Processed RFIs; initiating, tracking, and closeout.
  • Executed quality control checks of metadata for project documents in accordance with Project Specifications.
  • Assisted the project team in ensuring that all project staff had a clear understanding of policies and procedures related to document management and access.
  • Conducted onboarding training for project team members on document control and EDMS.
  • Updated and controlled procedures for all controlled documents and forms.
  • Coordinated with Project Leads to establish the Document Distribution Matrix (DDM) per the Scope of Work (SOW).
  • Managed the Master Document Register (MDR).
  • Verified document structure, numbering, and accuracy of data to ensure clear and correct communications with Client, Stakeholders, and Contractor.
  • Processed incoming and outgoing transmittals, implementing workflow for review, consolidation, and approval.
  • Ensured all EDMS documentation was the current version and easily accessible.
  • Responded in a timely manner to requests to retrieve information, information searches, and general requests for support from project/department personnel.
  • Reviewed and classified project documentation (including engineering and vendor).
  • Coordinated and worked with other similarly skilled Project Document Controllers across continents to ensure consistency of training, process, and enforcement of document control procedures.
  • Developed and maintained project forms where applicable.

Skills

  • Project coordination
  • Accurate data entry
  • Quality assurance and control
  • Microsoft Office proficiency
  • IPIMS proficiency
  • SharePoint administration
  • Proficient in Acrobat Pro
  • Document retrieval
  • Document storage
  • Document control management
  • Version control
  • Records management
  • Confidentiality handling
  • Information management

Accomplishments

In over 4 years of being back at Chevron I have created and published 9 Information Management Document Control procedures, 10 templates, multiple User Guides, for both internal Design Engineering team use, as well as Design Execution projects; SharePoint and iPIMS, and multiple Guidelines.


Another major accomplishment was the completion of our Design Execution Document Control manual, which took almost 2 years to complete.


I also trained our MSA Wood Group Document Control team in Columbia on all internal processes, as well as project Information Management and Document Control.


Responsible for acting as Information Management Coordinator and Document Controller for over 10 early phase projects between 2021 to present; setup and configuration of our EDMS (iPIMS), and Project SharePoint sites.

Timeline

Lead Document Controller

Chevron Corporation
01.2021 - Current

Document Control Specialist

PGAL
07.2019 - 03.2020

Document Controller, Senior Document Controller

Chevron Corporation
01.2009 - 01.2016

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Gloria Gilbert