Role and General Responsibilities
- Setting up and maintaining project documentation within project filing requirements;
- Checking the quality of drawings and documents to be catalogued;
- Receiving, tracking and monitoring drawings and documentation;
- Interfacing with the project team to coordinate the control of documentation;
- Generating transmittals to send documentation to external parties through electronic or hard copy means;
- Checking the accuracy of transmittals;
- Expediting the review of internal and external documentation within engineering departments
- Other duties as required
- Devise a structured filing system for corporate documents
- Devise a structured, WBS-based filing system for project documents
- Collect, scan and upload documents following set procedures
- Ensure all technical documents such as reports, drawings and blueprints are collected and registered in the document control system
- Scrutinize and input document data into the document control system, ensuring that the information entered is always accurate and up to date
- Prepare and check the accuracy of document transmittal sheets generated by the system
- Use the selected document management system for everyday operations, maintenance and quality control
- Notify personnel of updated document versions and how to access them
- Provide support to the Contracts & Procurement Manager for compilation of drawings and manuals required for tender purposes
- Provide support to the Contracts & Procurement Manager for tender preparation
- Validate that contractor files are up to date
- Perform any specific system-related projects or tasks as may be directed by the Project Controls Manager from time to time
- Perform departmental audits on technical documents
- Expedite the review of vendor documentation with Engineering
- Liaise with vendors regarding timely receipt and delivery of documents
- Extract the various document control reports defined in the project instructions
- Provide routine reporting to the Project at prescribed intervals
Qualifications and Education Requirements
A four-year degree is preferred, however a two-year technical degree augmented with courses and / or seminars in engineering change control, change requests, contract administration, project management, is acceptable.Ten years of document control experience, with at least five-years supporting an engineering and construction project, preferably in the public-sector.Experience with Microsoft Office Suite of software is required.Experience with Adobe Acrobat is required.Experience with large-scale Document Control Software is requiredExperience working with many file typesComplete understanding of construction documentsPreferred Skills
Excellent interpersonal communication skillsAbility to work individually or as part of a team