Document Controls Specialist

POSITION OBJECTIVE :

To efficiently maintain accurate records for all project-related documents, facilitate seamless document flow, and ensure adherence to document control policies and procedures.

KEY ACCOUNTABILITIES

1. Maintain and manage all project documents on-site in accordance with the department standards and procedures, such yet not limited to; tendering package, project breakdown briefs, construction drawings, operational manual, development briefs, claims etc., to ensure easy access and retrieval of quality and complete document sets.

2. Update and receive the construction drawing sheets, ensuring incorporation of all related information and / or changes from corresponding stakeholders, this may include received submission dates, construction milestones, design alterations, cost estimations, Master Schedule changes etc.

3. Ensure proper version control, including tracking revisions, maintaining up-to-date records, and archiving obsolete documents.

4. Collaborate with the project team to assess all document-related requirements ensuring documents compliance with project specifications and company guidelines.

5. Proactively flag any delays or missing documents to direct manager and ensure resolution of any discrepancies.

6. Assemble the collating packs to be issued to the relevant stakeholders during project, kick-off, meetings with contractors, project managers, site engineers and project closure. Also responsible for obtaining meeting minutes of such meetings for archiving and future reference of decisions and next steps.

7. Coordinate the flow of documents between the relevant stakeholders to facilitate the review and approval processes, track document status and ensure deadlines are met.

8. Collaborate with various departments to ensure documentation is accessible and up to date.

9. Maintain vendor and supplier communication documentation, including material samples, catalogs, and technical data sheets.

10. Support internal and external audits by providing organized documentation and responding to any related queries.

11. Contribute to process improvement by suggesting practical and innovative ideas, being adaptable and supportive of new methods, and staying updated on industry trends and best practices.

12. Implement automated document workflows for submittals, RFIs, shop drawings, and approvals to reduce manual handling and turnaround time.

13. Collect and maintain document registers and trackers to monitor document status, approvals, and overdue actions

POSITION REQUIREMENTS:

 Academic:

B.Sc. degree from any discipline, a Business Administration degree is an asset.

 Experience:

1. 2 - 5 years of experience in a similar role within the real estate or construction industry.

2. Training in document control or archiving is a plus.

 Skills:

1. Proficient in Microsoft 365 Apps, Adobe, other document management software and web-based tools.

2. Demonstrate excellent organizational skills.

PERFORMANCE BEHAVIORS :

Integrity

 Follows ethical standards when guided.

 Demonstrate honesty consistently.

 Serves as a role model for integrity.

Agility

 Adapts when instructed.

 Adjust priorities independently.

 Anticipates change and acts proactively.

Teamwork

 Cooperates within the team when requested.

 Actively collaborates and supports others.

 Promote team cohesion and shared success.

Ownership

 Completes assigned tasks reliably.

 Takes initiative beyond assigned duties.

 Demonstrates accountability for results and continuous improvement.

Leadership

 Demonstrate self-leadership and reliability.

 Positively influences peers.

 Inspires others through example.

Quality

 Meets basic quality standards.

 Strives for improvement and accuracy.

 Consistently delivers superior work.