About the job
Position Objective:
The Document Controls Section Head will play a pivotal role in enhancing documentation processes across various departments including Development, Design, Project Management, Procurement, and Controls. This position is crucial for the effective archiving and retrieval of essential documents such as internal and external correspondences, construction drawings, tender packages, development briefs, and project master plans. The candidate will provide daily administrative support to the Project Management team, ensuring a seamless and efficient workflow.
Key Accountabilities:
- Establish, review, and refine procedural documentation for core function departments, ensuring compliance with established timelines and accuracy of content.
- Implement a robust information and document control system in alignment with relevant standards, adjusting for project-specific requirements.
- Supervise the archiving and filing system, whether digital or physical, ensuring it is reliable, regularly updated, and user-friendly for easy document retrieval.
- Enforce strict adherence to documentation procedures and the archiving system among all department members.
- Compile and maintain comprehensive contractor and vendor data lists.
- Oversee back-office administrative functions, including copying, scanning, and printing of project-related materials to support operational efficiency.
- Prepare and process purchase requests for function departments, ensuring compliance with accounting and procurement policies.
- Collaborate with the Procurement Department to provide necessary documentation and timelines for effective vendor selection and assignment.
- Manage the invoicing process with project vendors, tracking payments and coordinating with the Finance Department for the settlement of outstanding invoices.
- Assemble documentation packs for relevant stakeholders during project kick-offs or meetings, ensuring proper recording and archiving of meeting minutes for future reference.
- Ensure updated construction drawing sheets are obtained and reflect all relevant information and changes from stakeholders.
