Document Management Specialist
4 days ago
As a Document Controller at GHD, you will be responsible for ensuring the receipt, distribution, scanning, indexing, and logging of program information to maintain data integrity and consistency across all systems and departments. You will ensure that document processing adheres to established procedures and standards.
About the Role
The ideal candidate will have excellent organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously. They will also possess strong communication skills, both written and verbal, and be able to effectively interact with project personnel and management.
Main Responsibilities
- Support the Project Management team in implementing processes and procedures.
- Become familiar with GHD's document and job management systems through training and self-learning.
- Provide a full document control support role, including daily tasks such as:
- Expedite the review and approval of documentation, including engineering documents and drawings, and vendor data, and procedures.
- Plan, supervise, and record document flow to and from all necessary parties, including engineering and construction contractors, sub-contractors, and the project office.
- Maintain up-to-date deliverables register.
- Maintain up-to-date drawing register.
- Write standard letters.
- Update quality records.
- Record and issue all incoming and outgoing project correspondence and contractual notices.
- Issue transmittals and receipts concerning documents in circulation.
- Complete all necessary typing and filing as required.
- Develop familiarity with iConnect and understanding of required formatting and presentation of documents.
- Assist with job management using PM tools (MS Access) for issues management and risk management.
- Provide onboarding induction to new team members.
- Actively involved in auditing and improving DC processes for pre-contract and post-contract projects.
- Provide support and mentoring to other DCs.
- Any other ad-hoc administrative duties as required.
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