Document ControllerDate posted 15.04.2019 Ref number 838485 Job Details
Implement and maintain the Document Control Management System of the project.
Capture, collate, store and disseminate all updates to program documents - design criteria, design reports, drawings and approved changes - to all concerned consultants through designated channels.
Monitor and ensure that project teams working on the project are using the latest versions of all documents.
Manage the project filing system and maintain logs of all inward and outward movements of correspondence & documents.
Liaise with members of the project team for preparation of technical submissions and ensure that all submittals sent to various Consultants have the signature of the appropriate authority. Secure and formally record all appropriate approvals/rejections.
Manage all changes and revisions as part of the document control process.
Monitor and assure on time updating of all online schedules and logs.
Maintain and update registers like document transmittals, drawing - tender, construction & as-built - submittals, material approvals, technical submittals, site instructions, Project Manager's instructions.
Verify the completeness and acknowledge all incoming documents.
Ensure on time distribution of all documents complying with the requirement of the client and the project document management system.
Use standard document management programs like SharePoint EDMS to receive, track & monitor documents, create project setup and directory structures and maintain databases and produce logs, transmittals and other reports.
Generate and maintain the Project Standard Filing System in a structured way.
Ensure systematic archiving of all documents facilitating quick retrieval as required.
Participate in updating of the document management system to account for changes in the technology environment.
Create regular backups of all uploaded and downloaded documents to meet contingencies of system crashes and data loss.
Coordinate with the tender submission team by timely submission of all significant data along with providing tender requirements and supporting documents required for validating the project.
Assist in commercial documentation like updating of project invoices, payment certificates and bank guarantees issued by consultants and contractors.