Document Controller / Administrator
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Key skills for this role
About the Role
We are seeking a highly organized and detail-oriented Document Controller / Administrator to manage project documentation, correspondence, records, and administrative activities.
Key Skills for This Role
Responsibilities
- Establish and maintain an effective document control system for project documentation.
- Receive, log, register, track, and distribute incoming and outgoing documents.
- Maintain document registers, transmittals, correspondence logs, and records databases.
- Monitor document revisions and maintain version control.
- Provide administrative support to project managers, engineers, and site teams.
- Prepare meeting agendas, minutes of meetings, and action trackers.
- Manage project closeout documentation and final archiving.
- Liaise with contractors, consultants, clients, and vendors regarding documentation requirements.
Requirements
- Experience in document control and administration
- Proficiency with EDMS and document management software
- Strong organizational and record keeping skills
Full Job Posting
Key Responsibilities
- Establish and maintain an effective document control system for project documentation.
- Receive, log, register, track, and distribute incoming and outgoing documents.
- Maintain document registers, transmittals, correspondence logs, submittal logs, and records databases.
- Ensure all project documents are accurately filed, archived, and retrievable when required.
- Monitor document revisions and maintain version control.
- Upload, manage, and update information within Electronic Document Management Systems (EDMS).
- Ensure compliance with company document control procedures and client requirements.
- Coordinate document submissions between company, project teams, contractors, consultants, and clients.
- Track approval status of drawings, material submittals, RFIs, technical documents, and reports.
- Prepare regular document control reports and status updates.
- Provide administrative support to project managers, engineers, and site teams.
- Prepare meeting agendas, minutes of meetings (MoM), and action trackers.
Administration Support
- Manage project correspondence and office communications.
- Coordinate project meetings, appointments, and travel arrangements when required.
- Maintain office filing systems, records, and project databases.
- Assist in preparing project reports, presentations, and contractual documentation.
- Support onboarding activities and maintain personnel records as required.
Records Management
- Maintain confidential records and ensure data security.
- Manage project closeout documentation and final archiving.
- Ensure all project records are retained in accordance with company and contractual requirements.
- Facilitate audits by providing accurate and complete documentation.
Coordination & Communication
- Liaise with Company, contractors, consultants, clients, vendors, and internal departments regarding documentation requirements.
- Follow up on overdue submissions and approvals.
- Ensure timely circulation of approved documents to relevant stakeholders.
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