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Job Description
- Develop, and audit the use of, the departments’ documents’ classification taxonomies and title blocks to facilitate accurate and smooth information capture, search, and retrieval.
- Develop and create coding systems (whenever needed) for the department’s projects to facilitate documents’ processing, reproduction, distribution, storage, or archiving.
- Follow up, guide, and supervise, project sites’ Document Controllers to ensure prompt, accurate, and consistent technical office documents’ filing, storing, and archiving system through collecting and maintaining all project correspondence
- Receive and assemble all projects’ sites packages and data (every 15 days) to promptly upload on server, and allocate in relevant electronic files and archives, and send an e-mail to notify all relevant project personnel in head office
- Prepare the administrative and coding aspects of suppliers’ and subcontractors’ contracts, and handle the process of obtaining signatures from involved parties and personnel.
- Manage the Oracle system and upload all projects’ subcontractors’ contracts and agreements for future reference and retrieval, and communicate with relevant departments to tackle any gaps or identify and upload any missing documents.
- Issue submittals to be submitted promptly to the project’s client
- Conduct technical hiring interviews for Document Controllers (on site), and ensure their skills fit within the required qualifications for the job.
- Administer the coding for all department’s correspondences and letters during exchange with external parties
- Attend meetings with project’s clients or consultants, whenever needed, to identify and determine project’s requirements and needs with regards to documents’ management and control.
- Create hard copies back-up for all server-uploaded documents for safeguarding against loss.
Job Requirements
- University degree.
- Courses in Document Control (e.g. Microsoft Expedition, Prolog) is a plus.
- 2-4 years of relevant work experience.
- Previous experience in Document Control (On-Site) and in Construction Companies is a must.
