Shannon Vana
Document Control
Ingleside,TX
Summary
Detail-oriented document management specialist with a solid record of success in Document Control/Administrative Assistance over 20+ years of progressive experience. Knowledgeable about organizing files and workflows according to company, client, and project specifications.
Overview
28
28
years of professional experience
Work History
Document Specialist
Bay Ltd.
Ingleside, TX
10.2022 - 02.2024
- Reviewed documents for accuracy, completeness, and compliance with applicable regulations.
- Kept documents moving in proper flow by applying strong organizational, planning and multitasking abilities.
- Performed quality control checks on scanned images prior to release into document management system.
- Uploaded documents to control sites, tracked transmittals and coordinated revisions.
- Maintained records of all documents scanned and indexed into the system.
- Prepared documents for scanning and indexing into the document management system.
- Scanned hardcopy documents using high speed scanner and imaging software applications.
- Resolved discrepancies between physical files and electronic records within the system.
- Conducted periodic audits of archived documents to ensure accuracy of information stored in the system.
- Entered metadata into the database associated with each document image scanned into the system.
- Managed document processes through scanning, filing and transmitting while following all standard procedures.
- Utilized document control database system to allow for better tracking and revision identification.
- Evaluated various forms of documentation and reports for accuracy and completeness, identified deficiencies and advised on appropriate corrective measures to improve information details or processes.
- Reviewed array of different types of documents, including drawings, spec sheets, and blueprints to maintain accuracy.
- Submitted project documentation to management for approval, transmitting approved documents to customer.
- Administered document access and revision rights to personnel to maintain documentation integrity.
Cashier
Stripes Convenience Store
Ingleside, TX
10.2021 - 10.2022
- Operated cash register efficiently and accurately, processed payments by cash, check, credit card, gift card or automatic debit.
- Accepted cash and credit card payments, issued receipts and provided change.
- Greeted customers and answered any questions they had about the store's products and services.
- Performed other duties as assigned by management.
- Maintained cleanliness of checkout area including countertops, registers, windowsills and floors.
Administrative Assistant
Bp Oil Co
Ingleside, TX
02.2018 - 10.2018
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Managed incoming calls while providing information or transferring callers to appropriate personnel.
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Provided secretarial and office management support while building cooperative working relationships.
Tracability Tech
MODEC International
Ingleside, TX
11.2014 - 10.2015
- Completed day-to-day duties accurately and efficiently.
- Strengthened traceability, developing organization systems for record, report and agenda distribution.
- Managed correspondence, tracked activity and leveraged data communications to boost traceability initiatives.
- Optimized traceability, developing organization systems for contracts, records, reports and agendas.
Administrative Assistant
Shell Oil
Ingleside, TX
02.2013 - 08.2013
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Handled confidential documents in an organized fashion according to established protocol.
- Managed incoming calls while providing information or transferring callers to appropriate personnel.
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
Tracability Clerk
Mundy Companies
Ingleside, TX
11.2011 - 01.2012
- Assisted customers with inquiries and complaints in a professional manner.
- Conducted data analysis and created reports to track progress against goals.
- Performed quality assurance on all generated reports prior to release to ensure accuracy and integrity of information presented.
- Maintained documentation related to report development process including design specifications, source code, test results.
Document Controller
LK Jordan & Associates
Ingleside, TX
04.2010 - 03.2011
- Optimized traceability, developing organization systems for contracts, records, reports and agendas.
- Managed correspondence, tracked activity and leveraged data communications to boost traceability initiatives.
- Strengthened operational efficiencies and traceability by utilizing organizational filing systems for product placement.
- Used [Software] system to document job tasks and duties for traceability and transparency.
Administrative Assistant
Bay Ltd.
Port Lavaca, TX
10.2007 - 10.2009
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Handled confidential documents in an organized fashion according to established protocol.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Managed database systems containing customer contact information.
- Maintained accurate department and customer records.
Document Controller
Bay Ltd.
Corpus Christi, TX
08.2006 - 10.2007
- Performed daily document control activities, such as filing, scanning, photocopying and archiving documents.
- Tracked progress on projects, ensuring that all relevant documents are received in a timely manner.
- Submitted project documentation to management for approval, transmitting approved documents to customer.
- Managed document processes through scanning, filing and transmitting while following all standard procedures.
- Properly prepared and shipped records for storage at offsite facilities.
Document Controller
Gulf Marine Fabricators
Ingleside, TX
01.1996 - 07.2005
- Provided support to other departments by providing requested documents.
- Organized, maintained and safeguarded files and databases.
- Reviewed incoming documents for accuracy and compliance with established procedures.
- Conducted periodic audits of existing files to ensure they are complete and accurate.
- Organised and maintained the document database to ensure accuracy and completeness of records.
- Maintained an up-to-date record of all changes made to controlled documents.
Education
Certificate In Business Accounting - Accounting
Southern Careers Institute
Corpus Christi, TX06-2017
Skills
- Project Assistance
- Invoicing Support
- SAP Expertise
- Data Representation
- Archiving Skills
- Data Logging
- Electronic Document Preparation
- Project Support
- Log Updating
- Document Control
- Recordkeeping Skills
- MS Office
References
References available upon request.
Timeline
Document Specialist
Bay Ltd.
10.2022 - 02.2024
Cashier
Stripes Convenience Store
10.2021 - 10.2022
Administrative Assistant
Bp Oil Co
02.2018 - 10.2018
Tracability Tech
MODEC International
11.2014 - 10.2015
Administrative Assistant
Shell Oil
02.2013 - 08.2013
Tracability Clerk
Mundy Companies
11.2011 - 01.2012
Document Controller
LK Jordan & Associates
04.2010 - 03.2011
Administrative Assistant
Bay Ltd.
10.2007 - 10.2009
Document Controller
Bay Ltd.
08.2006 - 10.2007
Document Controller
Gulf Marine Fabricators
01.1996 - 07.2005
Certificate In Business Accounting - Accounting
Southern Careers Institute
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