Summary:
- The Document Controller manages and controls documents associated with construction projects.
- The Document Controller is expected to predominately manage commercial and technical documents associated with construction works.
- The Document Controller is also responsible for implementing processes, providing summary reports, maintaining and updating electronic filing systems, distribution of documents in a timely manner, and ensuring accuracy of all documentation.
Department: Project
Report to: Managing Director
Performance Objectives:
1. Organize, track, and maintain project related files, drawings, materials, and correspondence in both physical and digital forms, ensuring documents are distributed among the people involved.
2. Oversee and/ or process day-to-day administrative items (i.e. expense reports, supply requisitions, budgets) by tracking and preparing regular reports on project expenditures and cost accounting, including accuracy, approvals, and payment.
3. Assist the Project Management Team with file reviews, organizing files according to client’s data management systems, scanning hardcopy files and reports and uploading the electronic files to databases and digital libraries.
4. Report on any issues relating to statutory approvals and compliance monitoring by any statutory undertakers.
5. Set up logs relating to all documents including but not limited to : instructions, change orders, variations, non-conformance notices, correspondence, requests for approvals and information.
6. Post changes to computerised and manual control record logs and will maintain related file systems.
7. Collate completed designs and manuals.
8. Perform regular audits to ensure that all documents are properly filed and distributed.
9. Ensure high confidentiality of all proprietary information as it relates to the business, projects and developments.
10. Liaise with related stakeholders for provision of handover of as-built drawings and manuals and other information relating to the completed development.
11. Other secretarial and administration tasks as required.
