Job Summary

The Document Controller ensures that the organization documents, Contracts, Correspondence Letter, Agreement, Commercial documents,  Samples, Method Statements, RFI, etc. are properly received and accurately recorded in a worthy manner which will be distributed internally/externally as per approved distribution matrix to concern departments, discipline, stakeholder etc. To adopt company quality policy and procedures throughout service with company, should be aware of basic ISO standards which helps to maintain and follow consistency methodology in projects.

Job Responsibilities 1

Principal Accountabilities

• Coordinates all activities related to the Document Control procedure.
• Maintains the documents and drawings in the Document Control office under safe.
• Receives all type of contract documents, correspondence, tender, legal and same to shall circulated to concerns recipients and departments.
• Inputs document data into the standard registers ensuring that the information is accurate and up to date
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Job Responsibilities 2

1. Document Management and Administration Support

• Ensures to follows and understand well organized standard hierarchical folder structure for all projects.
• Encodes document data into the standard registers ensuring that the information is accurate and up to date.
• Frequent follow up on documents status and outstanding items with project team and with external parties.
• Ensures proper understanding of all client procedure, requirement on documentation perspective to put in place and follow accurately without any discrepancy
• Prepares and follow project defined transmittal to client, consultant, sub-contractor and other external parties
• Ensures that document are quality checked before transmitting, submitting to internal & external parties to avoid any discrepancy
• Ensures project comments are received, sent and tracked and the methods how incorporated comments are filed and traced in an effective way
• Ensures that all documents have no errors in filenames, submissions, etc. before submitting it to the internal department or to external stakeholder/parties to avoid rejection/confusion.
• Monitors and ensures that the latest revision of all documents are available in project and distributed to all concerned parties
• Ensures proper monitoring of supersede old documents when new revision issued, able to know how superseded document are processed and what are the steps followed further
• Follow the procedures and develop to register construction related documents, maintain Logs accurately on daily basis
• Ensures proactiveness in retrieving documents like, reports, correspondence are required by project director, project manager or higher management

2. Information Security and Confidentiality

• Manages confidentiality and ensures not to disclose any information concerning the Company or any matter related to the Employment Offer Letter or the Employment Contract
• Ensures that proper and secure storage of Data is provided for all Confidential and all Notes while in his/her possession or under his/her control in the performance of the duties and within the scope of responsibilities. (Refer to ISO 27002:2005}.

Skills

Job Knowledge & Skills

• Knowledge in ISO documentation standards

• Knowledge in use of spreadsheets, database, word processing and selected job specific software

• Knowledge of records management principles and procedures including record keeping and filing principles and practices

• Good working knowledge of English, both written and verbal

• Knowledge of Office machines and other related equipment

• Computer literacy and experience of using a range of Microsoft Office softwar

• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Total   5 year(s) On Job     2 year(s) GCC    1 year(s)

Competencies

Collaboration

Accountability

Resilience

Quality

Leadership

Database Knowledge L1

Recordkeeping and Logs L1

Customer Document Analysis L1

Data Archiving L1

Records Management L1

Education

Bachelor's Degree in Business Administration or any related field