Document Controller

Role & responsibilities

JOB SUMMARY:

To provide administrative support to project management by ensuring that documents are created, reviewed, stored, distributed, and disposed of in a systematic fashion. It is the responsibility of this position to maintain document integrity and traceability throughout the life cycle of a project.

ESSENTIAL FUNCTIONS:

Main

• Manage, register, file and retrieve project documentation.
• Manage / prepare internal and external transmittals.
• Issue documents, queries, and formal letters.
• Track and log received and sent documentation.
• Track and record communications both internally and externally.
• File and maintain all electronic and hard copy files in a user-friendly format.
• Assist the project / inside sales team with any documentation related issues.
• Interface with contractors and documentation coordination.
• Ensure that all documents are files to reflect latest updates.
• Copy, scan, and store documents
• Check for accuracy and edit files
• Control over documentation modification, distribution, issuance (as per procedure) during its whole lifecycle
• Maintenance of a list (register) of applicable documents

• Update job status in SharePoint system weekly so that it is available for review at the project manager meeting.
• Review, distribute, and file all project management correspondence.
• Create drafts of change orders in Excel for the project manager to review and approve. Once approved, create final change order.
• Maintain open and frequent communication with the project management to ensure priorities are set and expectations are clear.
• Performs other duties as assigned.

KEY COMPETENCIES:

• Excellent computer skills in Microsoft Windows environment.
• Evidence of the practice of a high level of confidentiality.
• Excellent organizational skills.
• Intrinsically self-motivated behavior.
• Proven work experience as a document controller or similar role
• Knowledge of Electronic Document Management Systems (EDMS)
• Proficient typing and editing skills
• Very detailed oriented
• A very strong communicator, verbal, written and presentational forms.
• Ability to read, analyze, and interpret complex documents.

PERFORMANCE MEASURES:

• Project and Legal documents, records, and reports are accurate, complete, prepared and filed in a timely manner
• Good communication and coordination exist with company personnel, assistance and support are provided as needed.
• Management is appropriately informed of area activities.
• Administrative functions are completed in accordance with established standards, policies, and procedures.

Preferred candidate profile

JOB REQUIREMENTS:

Education:

Language: Fluent spoken and written English

Experience:

Knowledge: