5 or more years in document control position
Managing engineering, technical, and non-technical documentation
Proficiency in Microsoft Office suite
Multi-tasking ability
Planning & organizing skills
Good communication skills
Use of document management systems (e.g., Aconex/Incite/Teambinder/Procore/ProjectWise or equivalent)
Setting up documentation management plans for new projects
Implementing improvements in document control and filing systems
Both construction and engineering services setup
Liaising with design managers/design team/project team to resolve document control issues
Scanning, copying, printing, and uploading
Preparation of document submission packages
Updating electronic registers (e.g., Excel)
Inputting data into Electronic Document Management System (EDMS)
Controlled movement of data within EDMS
Maintaining the team's hard copy library
Associated activities as requested
Maintain files/records and document the same
Design data (drawings, calculations, reports, specifications, etc.)
Submissions from sub-contractors and responses after review by Client/Interested Parties/Consultants (drawings, method statements, ITPs, as-builts, etc.)
RFIs and their responses
Follow all established document control and Project procedures
Highlight non-compliances and suggest improvements
Draft emails/letters on relevant matters related to document submissions in consultation with a supervisor
Assist with report creation, collating information, and ensuring timely completion for presentations/meetings
Receive/send external & internal couriers
Redirect to intended recipients based on content
Maintain register of external contacts for document distribution
Categorize contacts as directed by supervisor
Maintain records of issuance and responses to/from concerned parties
Track outstanding responses and follow up as deadlines approach
Prepare reports on the status of responses for engineering submissions as requested
Log and record deliverable submissions and track close-outs
Maintain a controlled register for tracking submission activities and actions required
Track design submission activities relative to programmes provided by a supervisor
Identify and report key submission and approval milestones, including any delays