Specialist - Document Controller

Job Description:

The Specialist Document Controller will be responsible to coordinate the flow of technical documents (requisitions, data books, drawings, specifications, calculations) between projects and proposal operations, engineering disciplines, and other related support groups internally and externally. Also ensures compliance with the company audit standards.From a graphic design point he/she should have the ability to simplify data, prepare templates, presentations, and present information in visually compelling infographics.

Job Responsibilities:

• 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.

• Ensure a cohesive team work with the secretary and projects administrators and managers. Maintain excellent service ability to the entire team.

Qualification and Experience:

• Bachelor degree in a relevant discipline

• Minimum 2 - 4 years’ experience with excellent knowledge of ACONEX. Must have worked for a Contractor, Developer or an engineering company in a similar role.

• Proficient keyboard skills and a working knowledge of MS Windows and related word processing, spreadsheet, and database software required.

• Some assignments may require familiarity with EDMS (Electronic Document Management System) and DMCS (Document and Material Control System), or a familiarity with CAD operations.

• The administration of the Office Filing System, codes and procedure

• An understanding of how to identify and handle drawings and other technical engineering documents is also required.

• Knowledge of procedures for operating various office equipment.

• Proficient keyboard skills and a working knowledge of MS Windows and related word processing, spreadsheet, and database software required.

• The administration of the Office Filing System, codes and procedure

• An understanding of how to identify and handle drawings and other technical engineering documents is also required.

• Knowledge of procedures for operating various office equipment.

• Tools: MS Office and Graphic design tools (InDesign, Photoshop, Illustrator, PDF).

Skills:

• Strong expertise in document control processes within building and infrastructure projects.

• Proficiency in ACONEX and strong understanding of EDMS / DMCS document management systems.

• Ability to establish, maintain, and manage document libraries, registers, and computerized indexes.

• Strong skills in handling engineering drawings, technical documents, and project correspondence.

• Ability to prepare and manage transmittals, requisitions, reports, and meeting minutes accurately.

• Proficiency in MS Office applications (Word, Excel, Outlook) and document-related tools.

• Working knowledge of graphic and document formatting tools such as InDesign, Photoshop, Illustrator, and PDF tools.

• Strong organizational and filing management skills, including archiving, storage, and document closeout procedures.

• High attention to detail, accuracy, and compliance with quality and company procedures.

• Ability to manage document distribution schedules in line with client, supplier, and project requirements.

• Strong coordination and teamwork skills to work effectively with project administrators, secretaries, managers, and directors.

• Good communication and service-oriented approach to support project teams efficiently.