Job Description

General Description of Role and Responsibilities:

• Good working knowledge in Electronic Document Management System (e.g., ACONEX, Asite, Sharepoint), including workflows
• Act as project administrator for document control software (Aconex)
• Good working knowledge of Oracle Suite is an added advantage
• Managing all documents within the PM tools; including documents, mails, workflows
• Should be able to clarify document control queries from the PMC, Consultants, and contractor
• Manage and oversee documents for projects.
• Make sure all documents are created and signed, that data is accurate and complying with quality standards and that the documents are stored and backed up.
• Assist with document storage tasks that include scanning documents, copying documents, filing documents (physically or electronically) organizing documents and keeping them safe.
• Ensure documentation is incorporated into master database/Library and retrieve as and when required by the team.
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures if available.
• Responsible for Control/Track/Issue of complete project documentation.
• Coordination with the PMC teams and with Clients Project Management / Project Controls / Cost Control / Procurement team for project documents and for the pending workflow and its action
• Point of contact and responsible for the Project documents
• Manage the documents received for archiving and decide on key search string references to be specific (numbering system) to maintain data standardization.
• Maintain confidentiality around sensitive documentations
• Follow-up and coordinate with various stakeholders to ensure the completeness of the archived design/tender/contract/construction/close-out documents.
• Coordination, support, and communication with Consultant/Project document controllers as and when required
• Ensure the completeness and correctness of all documents within the PMI system.
• Prepare/generate reports for the progress meetings/reporting and as and when requested by the team, assisting with audits.
• Administrative activities and support as required by the corporate team
• In case of any absence or annual leave of team member(s); need to cover their duties as assigned
• Training new team members on document control systems and procedures while supporting project teams in retrieving documents.
• Conduct regular reviews and audits to maintain document accuracy and integrity.