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Document Controller

Premier Services and Recruitment
Heliopolis, Cairo
Posted 4 years ago
147Applicants for1 open position
  • 11Viewed
  • 0In Consideration
  • 0Not Selected
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Job Details

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Job Description

  • The post holder will be responsible for typing contracts, archiving files, and ensuring that all team members have access to necessary documentation.
  • Exposure in Engineering office, experience in leading a of Document Controllers, managing Site Document Control team, in addition to the execution of my own document control duties.
  • Responsible for the effective and efficient document control of all engineering documents, in accordance with the established procedures.
  • Design and development of advanced project document control system for the business.
  • Responsible for maintenance and continual improvement of Document Control Management System as per ISO Standard. Monitor the document control requirements on an ongoing basis so as to make recommendations for any improvements in the system if necessary.
  • Daily routine activities of Document Control, including distribution of documents, maintaining electronic folders and directories, tracking and retrieval of documents and drawings.
  • Maintain registers of all receipts and issues or submissions of documents and correspondence.
  • Expedite the return of documents and approvals or comments within the required time period from internal and external parties to whom they have been issued or distributed.
  • Ensure the effective running of the day-to-day operations of the document center.
  • Hands on experience in identifying, sorting of Engineering Documents and drawings.Ability to plan, organize, lead and coordinate the Document Control function within our multidisciplinary Engineering group, in order to meet the needs of the projects, proposals and Company’s quality requirements and timely deadlines (milestones).
  • Register, log, distribute, track, issue, maintain and control office and site project documents and drawings.
  • Coordinate the activities of Document Control, including distribution of documents, tracking and reporting on document review progress.
  • Assist with the implementation, management and administration of the electronic document management system.
  • Perform document control & Quality management activities.
  • Maintain procedures for maintaining documents and manage change control of documents.
  • Reporting on the performance of the document control system for review and as a basis for improvement of the documents control system.
  • Ensure that Project Team and contractors comply with the document management system process and procedures.
  • Work closely and liaise with contractors’ document control group in all matters relating to document control.
  • Maintain document logs for correspondence, material approval submittals, shop drawing, RFI (incoming & outgoing).
  • Receiving and distributing all documents. Preparation transmittal sheets for Inspection Requests, Material & Shop drawing submittals and Filing etc.
  • ensure compliance with quality assurance requirements at all time.
  • Coordinate engineering key performance indicators.
  • Receive and distribute project documents and drawings based on the Document Distribution Matrix to the right department and right person (action parties) as per agreed procedure after Project Manager’s Review.
  • Receive, record, log, scan and distribute all project documents, shop drawings and other submittals.
  • Ensure the correct stamping all documents or drawings in accordance with the prevailing document control procedures.
  • Maintain records of engineering documents and drawings in hard copies and electronic files and monitor the revisions and approval status thereof.
  • To maintain the record of all controlled documentation – issue, status and location.
  • Record of Drawings, Method Statement, Material Submittals , Sample Submittals , RFIs , RRFIs , NCRs , Contracts, LOIs , Payment Certificates, Documents of Civil , Mechanical , Instrumentation, Electrical, Piping, Structural Documents, Drawings, Specifications, Calculation Sheets and Data Sheets, Progress Reports, Survey Reports, Soil Investigation Reports etc.
  • Scan and store the approved shop drawings in the database so that the project team can access.
  • Keep current hard copies and file supersede version.
  • Document distribution by Transmittal System as per Document Distribution Matrix for Hard copy and Electronic Document Transfer.
  • To file all project documents: project, date, subject, sender with sequence.
  • Maintain, record and control the engineering library of relevant procedures, codes & standards, specifications and reference documents, contract documents, within the secure document control area.
  • Maintains and controls filing system for Engineering, Construction documents, Requisitions, Purchase orders, Invoices, etc.
  • Ensure that all documents are issued with the transmittal system.
  • To maintain accurate record of the receipt and issue of transmittals.
  • Manage archive activities for controlled documents and validation of files.
  • Standard Document Control function, i.e. Track the creation, update, approval and versions of documents of all types, ensure compliance with Quality Management Systems.

Job Requirements

  • A Bachelor’s Degree in any related field.
  • Minimum of 5 years document control experience in the project management.
  • Experience with electronic document control and training system preferred. “Primavera Contract Management” 
  • Exercises judgment within broadly defined practices and policies in selecting methods, techniques and 
  • Evaluation criteria for obtaining results
  • Strong computer skills, including working knowledge of MS Office and e-mail.
  • Excellent English Language. 

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