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