Document Controls Section Head

POSITION OBJECTIVE:

To support function departments (Development, Design, Project management, Procurement and Controls Department) documentation archiving and retrieval processes for internal and external correspondences and communications, construction drawings, tendering package documents, development briefs, Projects’ Master plan etc. while providing daily administrative assistance to the Project Management team to ensure timely and efficient workflow of activities.

KEY ACCOUNTABILITIES :

1. Set, review and update the core function department’s cycle procedure and requirements for all the construction activities, in terms of following the agreed upon time frames and ensuring documents content accuracy.

2. Ensure the information and document control system is implemented in compliance with the appropriate standard, taking into consideration each project requirements; and is updated to reflect revisions to those standards.

3. Oversee the archiving and filing system (digital or physical), ensure its reliability and regular update with all the related core function department documents, such as, yet not limited to; tendering package, project breakdown briefs, construction drawings, operational manuals, claims etc. Ensures the use of a user friendly coding system that allows easy retrieval.

4. Ensure strict adherence by all the core function department members to the documents’ cycle procedure and requirements as well as the archiving and filing system.

5. Collect and maintain updated contractor and vendor data lists.

6. Oversee all back-office administrative activities of the core function departments, including copying, scanning, and printing of all project-related documents to facilitate business operations.

7. Responsible for preparing and issuing the purchase requests that are relevant to the core function departments, ensuring they meet set accounting and procurement guidelines and fulfilling the necessary approvals.

8. Liaise with the Procurement Department in providing the required documents and time specifications for each project facilitating the selection and assignment of the appropriate vendor.

9. Handle the invoicing process with project vendors in terms of following up on advance payments, keeping track of final invoices and payment release, and coordinating with the Finance Department on the settlement of final invoices for all projects.

10. Assemble the collating packs to be issued to the relevant stakeholders during project kick-off or meetings with contractors, project managers, site engineers, Design team etc. Also responsible for ensuring meeting minutes of such meetings are documented and archived for future reference of decisions and next steps.

11. Ensure the updated construction drawing sheets are obtained, incorporating 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. Proactively flag to core function departments any delays or missing documents for necessary action.

12. Review signed contracts, ensure they are appropriately stored in the designated contract database and perform periodic reviews on the database to track their status in terms of expiry and renewal to notify the concerned parties in advance of the expiry.

13. Supervise sites Document Control team in terms of providing the necessary support and direction, proactively conducting “spot audits” to ensure that any detected issues are flagged timely, facilitate the proper resolution, and maintain the team’s performance ensuring it follows the department’s set procedures.

14. Own and manage the Electronic Document Management System (EDMS).

15. Lead the transition from manual and semi-manual processes to fully digital, automated document workflows across all projects.

POSITION REQUIREMENTS:

 Academic:

Bachelor’s Degree from any discipline, a Business Administration degree is an asset.

 Experience:

10 - 12 years of experience in a similar position, with real estate or construction background.

 Skills:

Post graduate studies in document control or archiving. Proficient in Microsoft 365 Apps, Power BI, Adobe, other document management software and web-based tools. Strong knowledge of ERP systems (e.g., Oracle, SAP, or similar) to support document governance, procurement cycles, contract administration, and financial workflows.

PERFORMANCE BEHAVIOR Integrity

 Promotes a culture of fairness and openness.

 Challenges unethical behaviors and leads by example.

Agility:

 Encourages team adaptability.

 Supports change initiatives.

 Drives innovation and fosters a flexible work environment.

Teamwork :

 Builds high-performing teams.

 Resolves conflicts constructively.

 Encourages cross-functional collaboration.

Ownership :

 Empowers others to take ownership.

 Holds teams accountable for performance and results.

Leadership:

 Coaches and develops team members.

 Leads teams through vision and values.

Quality:

 Establishes and monitors quality standards within the team.

 Promotes innovation and excellence in delivery.