Document Controller Full Time

Job Duties

• • Establishing and maintaining a library of reference documents. Be aware of the various record keeping and reporting procedures of the company’s quality standards.

  
  
  
  

  • Correlating information relating to projects and proposal records.
  • Type, copy, distribute and file the project correspondence and meeting minutes.
  • Assist in the preparation of the minutes of meetings with the project managers and directors.
  • Assists in preparing a “mock up” for operations manuals (e.g., develops the index, binders, dividers, etc., and ensures timely printing and assembly) and/or job data books (pulls drawings and documents, develops index, cover sheet, dividers, etc., ensures timely reproduction and assembly).
  • Arranges document cataloguing, packing, and long-term storage or disposal of appropriate engineering documents at time of project closeout.
  • Prepares transmittals for engineering documents and requisitions.
  • Establishes and maintains files and computerized indexes for active engineering documents. Generates electronic/hardcopy reports as needed by the project managers or directors.
  • Maintains an established data distribution system and schedule for the assigned project based upon client, project, and supplier requirements.
  • Office administration duties, office furniture, office well-being. maintenance requests, and materials orders, etc
  • Maintain a list of office furniture and equipment together with a list of site offices work station equipment, and monitor them.
  • Assist the office secretary in her/his duties to achieve office requirements and office demands, including coverage.
  • Ensure a cohesive team work with the secretary and projects administrators and managers. Maintain excellent serviceability to the entire Environmental department team.
  • Assist in arranging for social activities when requested by the Manager Environmental Engineering

Specific Skills Required

• • Demonstrated proficiency with large-scale Document Control management software (ACONEX/ Prolog).
  • Demonstrated proficiency with Microsoft Office suite of software products, e.g. Excel, Word, etc.
  • Proven accuracy, reliability and completeness in job accomplishment.
  • Demonstrated success on the job, as evidenced by satisfactory performance, acceptance of responsibility and growth in previous positions.
  • Effective oral and written communication skills.
  • Demonstrated experience with routine Document Control hardware and software, such as scanners, optical character recognition.
  • Ability to compose reports and correspondence in English
  • Familiar with MS Word, MS Powerpoint and Excel

Person Specification (Behavioural Attributes)

• • Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
  • Must be able to interface with a variety of people with different technical levels and educational backgrounds; must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a customer-service attitude.
  • Must inculcate a “can-do” spirit to produce consistently accurate results at a fast pace.

Qualification

• • Diploma holder in any field of study. Any relevant certifications and training certificates would be a plus.

Experience

• • 5 years of document control experience in an engineering and construction project is a must.