Document Controller

Job type : - 2 Years & extendable TPC

Software : - Aconex

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.