About the job
Job Summary
- Lead and oversee the document control function within a project or organization, ensuring the implementation of robust document control policies and procedures, managing a dedicated team of document control personnel, and maintaining the highest standards of document management practices.
- Effectively manage construction-related documentation to facilitate smooth project execution.
- Organize and maintain all project documents.
- Gather data to build and maintain comprehensive databases.
- Oversee the document management system and the transmittal process.
Roles and Responsibilities
- Guide and manage a team of Document Controllers to ensure meticulous document control practices.
- Act as the project system administrator for the Electronic Document Management System (EDMS).
- Supervise multiple databases (Log Sheets) to track all correspondence and its electronic files accurately.
- Review and validate reports addressing document control issues.
- Confirm and validate official documents for clients and subcontractors.
- Respond proactively to document control requirements from clients, project management teams, or subcontractors.
- Implement a tracking facility to enable easy updates of documents.
- Manage transmittals and letters for document submissions to clients.
- Ensure all technical documents, including reports, drawings, and blueprints, are collected and registered within the system.
- Supervise the filing of documents in both physical and digital formats, ensuring appropriate storage and access to the latest document revisions.
- Oversee the distribution of project drawings to designated personnel and prevent the use of outdated documents.
- Manage the transmittal process for general drawings and documents, both for internal purposes and client submissions.
- Prepare weekly and monthly progress reports to ensure that all activities requiring inspections are adequately addressed and approved.
- Administer the numbering and identification of physical and electronic documents.
- Distribute relevant documents internally within the project.
- Conduct quality and compliance checks on all documents.
- Review progress reports concerning document status.
- Ensure confidentiality in handling sensitive information and agreements.
- Continuously educate and train document controllers to enhance their skills.
