Document Controller

Job type: -

Software: -

Job Summary:

Support and assist regional project management teams to manage and control their documentation of customers and vendors, including proposals, product-related issues, and drawings/documents in a timely and efficient manner.

Roles and Responsibilities:

• Maintain a Master Document Register (MDR) consisting of drawings, specifications, procedures, and plans.
• Examine documents such as blueprints, drawings, change orders, and specifications to verify completeness and data accuracy.
• Follow-up with all stakeholders to monitor and ensure closure as per the schedule of due dates for drawings, specifications, software, technical manuals, and other documents.
• Prepare and maintain a filing system in various collaboration platforms (e.g., Aconex, SharePoint) as per project requirements. This filing system allows the management team to get updated Customer & Supplier issued documents as receiving, recording, and processing for internal and external organizations review and approval.
• Manage the flow of correspondence in and out of the company through proper transmittals; ensure outgoing documents are accurate, comply with company standards and policies, route correspondence to correct associates, and protect and secure confidential and proprietary information.
• Copy or scan materials; organize, maintain, and safeguard files and databases.
• Review and verify project documents for completeness, format, and compliance with contract requirements.
• Submit project documentation to the management team for their approval and transmit approved documents to the customer.
• Distribute documentation to the project team and customers for their review and comments.
• Receive, distribute, and track comments received from customers.
• Liaise with engineers, managers, customers, and other stakeholders to discuss the project, prepare documents, or modify contract schedules.
• Liaise with document originators or engineer’s liaison personnel to resolve discrepancies and compile required changes to documents.
• Update changes of computerized or manual control records; release documents and notify the affected departments.
• Provide support to other departments within the framework of the project, e.g., assisting the flow of company information.

Minimum Qualification and Experience:

• Graduate in any discipline, preferably from a technical background.
• Must have solid experience of 2-5 years in Document Control in engineering, manufacturing, or construction.

Other Skills:

• Adaptability to cope with diverse systems and procedures applicable to a variety of projects.
• Demonstrated ability to communicate effectively both verbally and in writing.
• Willingness and proactiveness to work under tight deadlines and take ownership of the tasks assigned.
• Ability to manage the document control process independently with minimum supervision.
• Ability to utilize Word, Excel, PowerPoint, etc., as tools to enable effective evaluation of information and reporting to Management.

Preferred Tools:

• MS Office tools: Excel, Word, PowerPoint, etc.