Document Controller (Temporary role)

Our client is a design firm dedicated to creating timeless, environmentally sustainable buildings that challenge the norm and are contextually inspired by spaces that improve people's lives.

Position: Temporary Document Controller

Location: Dubai

Experience: 5+ years

Visa: Own Visa (Golden visa/Family sponsorship/Spouse visa/Freelance)

Industry: Architecture (designing projects)

Responsibilities:

• Assist in the setting up of the project filing and document control systems.
• Check and screen all technical documents and drawings submittals by the subcontractor to ensure they are in the correct format and are in accordance with the covering transmittal note, index and quality.
• Check to ensure technical documents are adequate with regards to numbering and legibility.
• Responsible for all incoming and outgoing mail, faxes and filing.
• Handle distribution of accepted technical documents/drawings for the review of the design team.
• Monitor the review cycle and alert recipients in possession of overdue technical documents/drawings.
• Open new files in accordance with Project Quality Plan (PQP) for each new project.
• Maintain accuracy of online register and update action logs listing all documents for review as Closed, Open or Info.
• Transmit urgent or critical documents on the priority target dates, transmit comments to subcontractor within the Contractual Review Cycle.
• Proactively follow up with each individual for return of files as may be required to maintain a complete and updated filing library.
• Maintain routine filing, registration of drawings/technical data and collation of technical data.
• Stamp Superseded documentation and file with the live/current documentation during the lifetime of the Project for reference purposes.
• Handle all activities required for receiving, maintaining and controlling architectural documents and drawings as per Client policies and procedures, including the implementation and managing of the retention of Client document policy.
• Maintain and ensure all published documentation are up-to-date and are properly indexed as Process and Engineering documents.
• Handle reception, storage, archival, retrieval and deposition of architectural documents as per company policies and procedures. This includes hard copies, electronic/magnetic and optical media.
• Compile a list of the current and superseded documentation upon completion of the Project.
• Answer all day to day queries from Disciplines/Projects with regard to document status.
• On completion of the contract, prepare the project file reflecting all compiled documents.
• Develop and maintain reference classification systems for all documentation.
• Communicate with other departments on issues regarding the flow of documents and ensure all documents are being handled in an efficient and effective manner.
• Act as guardian of all documents archives and ensure the safety and security of the document filing system.
• Perform timely data entry, scanning and maintenance of the archiving system database.
• Examine all incoming/outgoing documents carefully for accuracy and completeness to determine their significance before their distribution.
• Confer with document originators to resolve discrepancies to compile required changes to the document.
• Handle the shredding of documents as requested in accordance with Company policies and procedures.
• Perform general clerical duties and other ad hoc activities as and when required.

Qualifications:

• At least 5 years of relevant experience in the Architecture industry
• Good communication and interpersonal skills
• Ability to use PC
• Experience with Aconex
• Time management skills
• Good written and spoken English