- Responsible for handling, organizing, and distributing, all project documents, including but not limited to drawings, contracts, specifications, and other correspondence related to project
- Ensures that all documents areaccuratelyrecorded, sorted, filed electronically and physically(if needed),anddistributedtothe appropriate internal external parties
- Maintaining document control systems, tracking revisions and updates, and ensuring compliance with company, client,andindustrystandards
- Supports Project Managers with the retrieval of documentation requirements
- Provide direct assistancecoordinatingdocument reviews, handling document approval processes, and providing support during audits and inspections
- Overall, thedocumentcontrollerplaysacrucialroleinmaintaining theintegrityand organization of project documentation throughout theprojectlifecycle
- Documentcontrollerplaysacrucialroleinmanagingand organizing documents within an organization. Their primary responsibility is toensurethatdocumentsare properly created, reviewe'd, approved, and archived by organizational proceduresandindustrystandards.
Here are the key tasks and responsibilities of a Document Controller:
Document Creation and Formatting:
- Create templates for various types of documents.
- Ensurethatdocumentsadheretotheorganizationsformatting and styling guidelines. In line with the clients requirements as well.
- Verify that allnecessaryinformation is included in the documents.
DocumentReviewandApproval:
- Ensure documents are sorted correctlyanddistributedtorelevantstakeholdersfor review.
- Track and follow up on the status ofdocumentreviewandapproval.
- Ensure review documents are uploaded on relevant portals.
Document Distribution:
- Distribute approved documents to the respective individuals or departments.
- Ensure that the correct versions of documents are circulated.
Version Control:
- Maintain a version control system for documents totrackchanges and updates.
- Clearly label and document revisions to avoid confusion.
Document Retrieval and Archiving:
- Establish and maintain an organized document filing and retrieval system.
- Archive obsolete documents accordingtotheorganizationsretention policies.
Quality Assurance:
- Conduct regular quality checks on documents to ensure accuracy and completeness.
- Work with relevant departments to address any discrepancies or issues.
Communication:
- Facilitate communication between different departments regarding document-related matters.
- Respond to inquiries related to document status, location, or other relevant information.
ContinuousImprovement:
- Find opportunities for processimprovementwithin the document control system.
- Implementbestpracticesto enhance theefficiencyand effectivenessofdocumentcontrolprocesses.
SoftwareandTools:
- Apply document managementsoftwareandtoolstostreamlineprocesses.
- Stay updated on advancements in document control technology.
Training and Awareness:
- Provide training to staff ondocumentcontrolproceduresand policies.
- Fosterawareness of the importanceofdocumentcontrolwithin the organization.
- Self-motivated.
- Communicateefficientlyto avoid ambiguity.
- Buildgood relationships and work well within a multi-disciplined team.
- Ability tobuildengineering concepts from scratch.
- Learn about new products and adapt new ideas quickly andaccurately.
- Proficientin both written and spoken English.
- See challenges as opportunities
About Ideal Candidate
- Excellentcommunicationskills(English language); oral written
- Proficienttyping and editing skills
- communication andinterpersonalskills
- attentiontodetail
- analytical and problem-solving ability
- planning skills
- persistence and the ability to influence others
- a strategic approach to work
- ability to facilitate change
- skills in numerical and statistical analysis
- an understanding and appreciation of other peoples work fields, such as engineering and science.
Educational Qualification Work Experience:
- BScdegreein Project Management or relevant field
- 2-3 years experience working in a Document Controller/ Project Administration position coming from an engineering/construction environment.
- Familiar with Quality Standards/DocumentControlProceduresa must
- Familiarity with project management is a must.
Key Skills :
- Statistical Analysis
- Document Creation
- Quality Assurance
- Tracking
