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Job Description
- Organize and Archive Documents.
- Fulfill Document Retrieval Requests
- Maintain Documents
- updates and disseminates documents to personnel and other stakeholders.
- Collect, scan and upload documents following set procedures
- Ensure all technical documents, such as reports, drawings and blueprints, are collected and registered in system.
- Notify personnel of updated document versions and how to access them.
- Print and distribute documents as necessary.
- Work with documents and records across various departments, including human resources, marketing and construction.
- Coordination and control of engineering documentation, QC documentation (Inspection records), suppliers’ documentation with contractor as internal review approval
- Check the content of the document against the transmittal list and receive it (by stamping with received date).
- Acknowledge the receipt of the document and any discrepancy in the transmittal shall be reported with the acknowledgement.
- Enter or record it in the database/document register.
- Check the document issue status (Issued for approval, information, design, and construction). Issue to the concerned through internal transmittal (as per distribution matrix or as marked by concerned manager) accordingly.
- Ensure that acknowledgement of receipt is received from all addressees.
- File the document as per standard filing system (ensure that document can be easily retrieved). If it is a revision, remove the previous revision, stamp it “SUPERSEDED” to avoid unintended use and then file it in the SUPERSEDED section.
- File the transmittal in incoming transmittal file.
- Re-issue copies as and when necessary.
- Move to archive section up on completion of the respective project.
Job Requirements
- Hands-on experience with MS Office and MS Excel
- Attention to detail
- Proficient typing and editing skills
- Familiarity with project management
- Good Command of English Language.
- Knowledge of Electronic Document Management Systems (EDMS)
- Excellent communication skills
- Proven work experience as a Document Controller or similar role
