Senior Document Controller

1 month ago

United Arab Emirates Hill International Full time
General Description of Role and Responsibilities:

Responsible for the timely, accurate and efficient preparation and management of project documents, helping the project to stay on track. The selected individual is expected to:
  • Primary responsibilities include capturing/creating, managing & controlling, delivering & distributing, preserving/retrieving and storing/archiving all phases of the client\'s program/project records and communication
    • Ensure that everyone involved in the project follows the Client\'s document control procedure
    • Follow up with the project team and the Client\' other department team to ensure that the project communications and correspondences are handled on-time
      • Ensure all aspects of documentation are effectively controlled, captured via Aconex or other EDMS within the client application landscape and communicated as required
        • Verify the documents quality (QA check), this includes its format, metadata, consistency, revision status, etc.
        • Responsible for processing of corporate and project related documents via Aconex/ EDMS
        • Ensure all projects/programme documents are processed and managed via EDMS/ Aconex, including workflows in other digital systems
          • Responsible for processing Procurement and change management processes Contract Request, Work
          • Confirmation, Variation request, etc via Oracle system and monitor the payments status of the
          • Cosultant/Contractors/Suppliers
          • Coordinate with project stakeholder and create project communication matrix and update as needed
          • Distribution/circulation of documents as per the approved communication matrix via aconex/ other communicaiton channels as defined
            • Maintain project directory and update as needed
            • Ensure all the documents are updated on the Central Repositiory
            • Ensure the payment tracker is updated on a regular basis and are available to the team use
            • Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE (Quality, Safety and Environment) procedures, if available
              • Establish a system for archiving project documents for future reference and audits, and decide on key search string references to be specific (numbering system) to maintain data standardization
                • Maintain confidentiality around sensitive documentations and communications
                • Utilize document control software and tools for efficient data management and ensure all the stakeholders have access to the project data for their use and audit purpose.
                  • Clarify document control queries from the PMC, Consultants, and contractors.
                  • Coordinate, support, and communicate with consultants and/or Project document controllers as and when required.
                  • Ensure all documentation complies with industry standards, regulations, and project requirements
                • Train team members and project personnel on document control procedures

                  Bayt

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