Document Controller

Role Purpose

Controlling the design & engineering submittals to ensure processes are streamlined and well-coordinated.

KEY ACCOUNTABILITIES & ACTIVITIES

Document Controllers manage and oversee documents for a portfolio of projects.

Ensure the proper documents are created and signed, that all data is accurate and that documents are stored and backed up.

Perform document storage duties which involve scanning documents, copying documents, physically or electronically filing documents, organizing documents and ensuring documents are saved and safeguarded.

Handle the retrieval of documents as directed and be able to retrieve documents and data quickly and efficiently when needed.

Edit or review documents, checking for signatures and dates, or as much as drafting and editing sentences.

Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures if available.

Using ACONEX Document Management System.

Register all incoming and outgoing correspondences, MoMs, drawings & technical submittals.

Maintain a register of all incoming and outgoing letters, stamping, and recording of letters before circulating for distribution to the Project Manager as set out in Project Communication and Document Control.

Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the workflow.

Maintain all files within the Filing Department.

Coordinate between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.

Coordinate with the respective Project Managers, Secretaries, and other staff to ensure correctness of the records.

Ensure successful closeout and handover of documentation as required by line manager.

Regular periodic backup (electronic copy) of project documents.

Maintain all tracking records and ensure that they are marked when a file is taken from the document.

BACKGROUND, SKILLS & QUALIFICATIONS

Must be able to communicate confidently in both written and spoken English.

Demonstrable track record in the delivery of large multi-functional projects.

In-depth knowledge of document control systems and procedures.

Act as administrator for document control software such as Aconex.

Ability to think cross-functionally to assist hospitality team members.

Positive and agile personality with an ability to work in a dynamic environment.

Professional proficiency in English (written and verbal).

Qualifications*

Higher education diploma or equivalent in a related field. College Diploma or University Degree is a plus, but not required if professional experience within the field is sufficient.

+5-years professional experience within a similar DC role is requisite.

Previous work experience in the field of Architecture or Engineering services as a document controller is a plus.

In-depth knowledge in Aconex.

Job Type: Contract

Application Deadline: 01/07/2024