Document Controller
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Key skills for this role
About the Role
Wasael Property Management is seeking a Document Controller to manage third-party services documentation for property management. Responsibilities include maintaining document systems, processing invoices, and ensuring compliance.
Key Skills for This Role
Responsibilities
- 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 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 development and improvement of all required administration systems
- Serve as 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 updating document tracking system
- Ensure documents are securely stored and storage location accurately recorded
Requirements
- Bachelor degree in any discipline
- Minimum of 3 years as a Document Controller
- Experience in Facility Management industry a plus
- Sound knowledge of document control principles for contract and subcontract administration
Full Job Posting
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
Job Responsibilities
- 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
Job Requirements
- Bachelor degree in any discipline
- Minimum of 3 years as a Document Controller
- Experience in Facility Management industry a plus
- Sound knowledge of document control principles for contract and subcontract administration and related disciplines
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