Document controller / Receptionist

Job Description

• Implement and enforce document control procedures to ensure compliance with company policies and industry standards. This includes establishing naming conventions, file structures, and document workflow processes.
• Maintain an organized and up-to-date document control system, including both physical and electronic documentation. This involves creating and managing document registers, tracking revisions, and ensuring document version control.

• Coordinate the review and approval process for project documents. Liaising with various stakeholders, such as project managers, engineers, architects, subcontractors, and clients, to gather the necessary inputs and ensure timely document approvals.
• Facilitate the distribution of documents to relevant parties, both internally and externally. This includes maintaining a distribution matrix, tracking document transmittals, and ensuring that the correct documents reach the appropriate recipients.
• Establish a systematic archiving system to ensure easy retrieval and traceability of project documents. Maintaining document logs, implementing proper indexing and coding systems, and managing document storage facilities, whether physical or electronic.
• Perform regular audits and quality checks on project documents to ensure accuracy, completeness, and compliance with established standards. This may involve conducting document reviews, verifying document metadata, and identifying and rectifying any discrepancies or errors.
• Utilize document management software and tools to facilitate efficient document control processes. Proficiency in using systems such as electronic document management systems, project management software, or collaboration platforms.
• Act as a point of contact for document-related queries, troubleshooting issues, and offering technical support as needed.
• Prepare and generate regular reports on document control activities, such as document status, distribution lists, or overdue documents. 
• Ensure compliance with industry regulations, contractual requirements, and relevant standards for document control. Stay updated with the latest developments in document control practices and technologies to enhance efficiency and effectiveness.
• Provide general administrative support to various departments and employees as needed. This includes typing, formatting, and proofreading documents, preparing reports, maintaining filing systems, and assisting with data entry or record-keeping tasks.
• Collaborate with other administrative staff members to ensure smooth office operations. Assist colleagues with administrative tasks when needed and provide backup support during busy periods or absences
• Manage front desk operations and answer incoming phone calls, transfer calls to the appropriate departments or individuals, and take messages as necessary.

Skills

•  Manages the flow/life cycle of documentation within the organization and facilitate communication process • Carries out other relevant tasks assigned by Directors, Commercial/Design/Project Managers, and QS

• Prepares letter/transmittal, tender opening form, award recommendation, payment certificate

•  Prepares transmittals for materials, technical specifications, method statements, risk assessments, shop drawings, as-built drawing, samples and ensures proper distribution and dispatch to consultant/client for approval.
• • Establishes and maintains project master records for all drawings, materials SI, RFI’s, IR’s, NOD’s, Asset Register and generates transmittal for internal circulation, updates all documents in FTP • Updates and prepares professional standard reports (MPR/WPR/DPR/HSE) according to technical & progress meetings
• • Custodian of logs (incoming/outgoing correspondence logs, tender/contract log, RFC/EI/VO (Contractor/Consultant), invoice/payment certificate log, PTA/award of contract/contract execution log, master vendor)