Document Controller

Role Purpose

Document Controllers are responsible for the timely, accurate and efficient preparation and management of documents in our Document Control System. Ensuring the efficient organisation, numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments for our projects.

To be successful in this role you should demonstrate time management skills, prioritisation and planning and organisation, with the ability to develop and maintain highly effective relationships, externally and internally.

Key Accountabilities

• Responsible for overall coordination of controlled documentation within the Project(s) assigned.
• Perform Document Control function within validated Master Control system.
• Investigate and respond to corrective actions related to Document Control.
• Receive, direct and relay telephone calls and fax messages to Project Director.
• Receive, send, and prepare documents and ensure documents are complete and comprehensive in Transmittals while maintaining proper registers and filing.
• Prepare letters, internal and external memos, and documents including Transmittals Clearance, CVI, RFI, O&M, Asset Register, etc.
• Ensure and verify all outgoing documents in transmittals are composed properly and accurately.
• Maintain accurate record of receipt and issue of transmittals.
• Maintain records of project documents in hard copies and electronic files as per project filing.
• Manage correspondence through MS Outlook and ACONEX.
• Arrange weekly MEP Reports.
• Handle all incoming and outgoing mails, correspondence and filling of records.
• Process leave applications and update daily manpower attendance; submit to timekeeper.
• Prepare Petty Cash Summary and payment certificates.
• Maintain general filing system and file all correspondence.
• Assist in planning and preparing meetings and conferences.
• Update logs on a daily basis.
• Compile project documents as per approved completion plan for handovers to clients.
• Ensure proper coordination with other site offices and subcontractors.
• Ensure strict adherence of HSE policies and procedures set
• Report HSE incidents/violations etc. to superiors on time
• Strict adherence of legal requirementsDrive innovation and encourage continuous improvement and cost-effective solutions without compromising quality.

Qualifications, Experience, Knowledge & Skills

• Bachelor’s degree in business administration or other related field.
• 3+ years experience working experience (preferred construction site experience)
• Should have the ability to operate individually and under supervision
• Ability to develop and maintain highly effective relationships, externally and internally
• Solid sense of confidentiality and discretion.
• Outstanding interpersonal, written, and communication skills.
• Ability to organize work effectively and prioritize with high attention to detail.
• Excellent PC skills including MS Office products
• Flexibility in order to adapt to varying and changing demands.