Document Controller

Full job description

LOOKING FOR DOCUMENT CONTROLLER THAT HAS EXPERIENCED IN FIT OUT/CONSTRUCTION COMPANY AND WHO CAN JOIN IMMEDIATELY!

Duties and Responsibilities

• REQUIRED experienced in Interior Fit Out /Construction/Contracting industry
• Minimum 6 years of experienced in UAE IN it Out /Construction/Contracting industry.
• General Admin works.
• Basic understanding of construction projects and documentation system
• Preparing standardized document / drawing numbering system with maintaining internal company standards and expectations
• Responsible for project folder set up, folder maintenance process, formulating registers and the point of contact for document, drawing number allocation.
• Liaising with and distribute project related information with the project team and potentially external parties.
• Must have experience and knowledge about supplier portals RFI 'S & RFQ'S.
• Must take government and private authority approvals (DCD, DDA, DM, etc.).
• Must prepare gate passes and vehicle passes for sites and Documents Submission and approvals.
• Prepare ad-hoc templates, reports on projects as required.
• Process and control of all project document types on day-to-day basis in an accurate and timely manner.
• Maintain quality documentation like Documents, Drawings, RFIs, incoming and outgoing registers.
• File documents in physical and digital records and ensure appropriate storage.
• Adhere to the company’s document lifecycle procedures, processes and as required by the Project Manager.
• Communicates changes to document control procedures or other relevant information which have been updated or added to the project team in discussion with Project Manager / Design manager
• Implementing new and improving Document Management System and document management processes.
• The successful candidate will perform a variety of functions for the project and coordinate the flow of documents between project operations, engineering disciplines, construction team or other department.
• Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produce logs, transmittal, and other reports as required.
• Review, scan, and electronically file all MTR (Material Test Reports)
• Originates correspondence and reports not requiring the personal attention of immediate supervisor. Answer’s telephone, taking and relaying messages. Receives, sorts, and distributes mail.
• Ensures that pre-established document control requirements are satisfactorily met throughout the project duration.
• Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements. When needed, he/she will expedite review, signature approval, and release of supplier and internally produced documents.
• Performs other responsibilities associated with this position as may be appropriate.
• Highly organized, pro-active and can work with minimal supervision.
• Responsible in overall company and projects documentation to update organization database regularly.
• Work hand in hand with Head of Projects Ensure all documentation meets formal requirements and required standards .
• Responsible for the timely, accurate and efficient preparation and management of documents.

Admin / Document Controller Requirements and Qualifications

A bachelor’s degree or higher in Computer Science, Business Administration or similar field is preferable.

• Excellent communication skills and interpersonal skills.
• Detail oriented as well as organized, and multitasker
• Time management skills
• Ability to follow company procedures
• Can work independently without much guidance
• Ability to engage and communicate effectively (written and verbal) with stakeholders at all levels
• Strong MS Office Skillset (SharePoint, Outlook, Word, Excel, PowerPoint)
• Document Control Management systems experience specially in ProjectWise, Aconex etc.
• Experience in document management, archive management, or records management.
• Experience of Government portals submission (DEWA, DM, DDA & DCD etc..)