Document controllers manage the intake, handling, and storage of documentation for project related documents and its management system. They also write reports, archive materials, and ensure seamless document management as well as access for the project team.
Basic understanding of construction projects and documentation system
Preparing standardized document / drawing numbering system with maintaining internal company standards and expectations
Understanding Jacobs Document Templates System.
Responsible for project folder set up, folder maintenance process, formulating registers and the point of contact for document, drawing number allocation.
Liaising with and distribute project related information with the project team and potentially external parties.
Provide support to Project Manager during Audit and as required.
Prepare ad-hoc templates, reports on projects as required.
Process and control of all project document types on day-to-day basis in an accurate and timely manner.
Maintain quality documentation like Documents, Drawings, RFIs, incoming and outgoing registers.
File documents in physical and digital records and ensure appropriate storage.
Adhere to the company’s document lifecycle procedures, processes and as required by the Project Manager.
Communicates changes to document control procedures or other relevant information which have been updated or added to the project team in discussion with Project Manager / Design manager
Assists in implementing new and improving Document Management System and document management processes.
Train employees about the project documentation system on how to use and access the documents
Maintain confidentiality of sensitive documentation.
A bachelor’s degree or higher in Computer Science, Business Administration, Library management or similar field is preferable.
Minimum five (5) years’ work experience, with minimum two (2) years’ work experience in document management, archive management, or records management.
Excellent communication skills and interpersonal skills.
Detail oriented as well as organized, and multitasker
Time management skills
Ability to follow company procedures
Can work independently without much guidance
Ability to engage and communicate effectively (written and verbal) with stakeholders at all level
Strong MS Office Skillset (SharePoint, Outlook, Word, Excel, PowerPoint)
Document Control Management systems experience specially in Bentley, ProjectWise, Aconex etc.