Document Controller

Job Purpose

• To ensure administration and upkeep of all Third Party Services related documentation is in accordance with company requirements for projects, products and services.

Principal Accountabilities

• Maintain and update all Third Party Services related site documentation inclusive of both Hard and Electronic copy for each site.

• Compilation and upkeep of daily technical reports and Service Operations Manuals.

• Assist or deputize for the Contracts Administrator when they are unavailable.

• Collate all documentation for contractor Site Safety.

• Collate all documentation for purchase order requests.

• Provide administrative support such as preparing correspondences, required documentations for the department.

• Coordinate meeting schedules, reports, etc. with Contractors, Consultants and Client.

• Support in the development and improvement of all required administration systems to ensure smooth operations.

• Serves as a point of contact for contractors for receiving invoices, service report, and other submittals for Line Manager’s review.

• Process all invoices in line with company policies and forward to Finance.

• Responsible for maintaining a central filing system and for updating document tracking system, validating and reporting on document review progress.

• Responsible for archiving, filing and distribution of documents as required.

• Ensure documents are securely stored and the storage location accurately recorded to ensure accurate checked-in out from the storage area in order to prevent loss of documentation Performs regular check of procurement/ contracts documents in order to ensure that all documents are properly submitted and received back to/from other departments.

• Ensures compliance to Standard Operating Procedures in relation to submission and storage of documents.

• Prepares Document Transmittals, Delivery and collection of documents from other departments.

• Implement and communicate a process in order to ensure documentation is accessible.

• Perform other duties as assigned by the Direct Manager.

Qualification & Experience

Education/Qualification

• Bachelor’s Degree in any discipline with Document Control Experience preferred

Work Experience

• Minimum of 3 years of construction and services Document Control Experience, two of which in Contract document control position.

• Experience in relevant industry a plus.

Knowledge

• Sound knowledge of document control principles for contract and subcontract administration and related disciplines.

Skills

• The use of computer programs, including Microsoft Word, is necessary as well as general familiarization with the internet including ability for research. Excellent communication and problem solving skills required.

• Must possess good written and verbal communication skills and the ability to successfully interact with all levels of the Company and subcontractor organizations.

KPIs

• Monthly review, update and report to line manager on status of site documentation.

• Distribute and file relevant documents such as SOMs, technical reports, correspondences within 3 working days after receipt.

• Monthly update of technical reports and work completion for all services.

• Ensure weekly completion of review and forwarding of all invoice to Finance.

Job Challenges

• Time consuming process in dealing with the suppliers and other departments to obtain necessary approvals