• Team player with the ability to build rapport including trust and confidence with all personnel involved.
• Possess good knowledge in document control and management processes and standards and ISO standards.
• Familiar with capital project phases and basic methods of archiving and document administration.
• Systematic and able to work under pressure
• Methodical and rigorous. Should be capable to perform a repetitive task.
• Meticulous and able to follow through with tasks promptly
• Able to work independently as well as in a team
• Ability to read construction drawings.
• Organize and file current document backlog from project job packages per the company s current filing process.
• Assist team in scanning, organizing, and indexing critical documentation.
• Responsible to process all submittals and input into the system.
• Maintain updated submittal log, monitor the submittal schedule and status.
• Receive, log, and track plans and specifications as received including all revisions.
• Distribute plans and specifications to contractor personnel as well as subcontractors.
• Maintain all hard copy files of project documentation.
• Maintain electronic copy files of project documentation.
• Support project team in regard to submittals, RFI s, drawings, specifications, and other project documents.
• Priorities to ensure the orderly flow of construction documentation throughout the construction process.
• Maintain proper organization and storage of documents and information
• Provide full admin support to the team
• Undertake any other ad hoc projects/duties assigned
• Set-up Projects folders and facilitate project communication process
• Establish and maintain the master document register in cooperation with the project team.
• Ensure document management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording, and archiving)
• Process incoming documentation (registration in the spreadsheets, internal distribution, archiving)
• Process outgoing documentation (transmit to client and contractor/3rd parties)
• Makes sure that controlled copies of the latest approved documents and drawings are distributed internally and externally (clients and contractor s)
• Assistance in the preparation collation and issue of reports and registers as may be required
• Communicate and liaise with project teams, contractor s/3rd parties to agree on standards, systems, efficient flow of documentation, handover, and close-out of Project activity to ensure consistency in document control as required
• Monitor technical documents review and approval in accordance with the agreed schedule
• Monitoring of documentation progress in cooperation with the project planner
• Produce internal and external (clients and contractor s) over-due reports
• Ensuring the use of standardised forms and templates
• Collate, produce and submit QA documentation for clients / others as advised.
• Other relevant duties/tasks as directed by Directors, contract managers/site managers, engineers, inspectors, quantity surveyors, etc.
• Receives and issues documents under transmittal, externally and internally according to document distribution matrix.
• Ensures that all engineering documents are well checked and submitted on time prior to the document s submission due date.
• Ensures that all documents have no errors in filenames, revisions, submissions, etc before submitting it to the recipient department/party to avoid confusion.
• Ensures that controlled copies of the latest approved documents and drawings are given to the appropriate staff, and contractor as applicable.
• Develops and maintains the projects department document control register
• Allocates document numbers to internally prepared documents and incoming documentation
• Maintains updated records of all approved documents and drawings in the document archive and the file server with easy traceability
• Maintains the files and control logs as required by the project procedures.
• Develop and maintain document control processes for the efficient management and recording of QHSE documentations.
• Custodian for QHSE documents that must be controlled and kept for audit/internal requirements
• Performs other related duties as required and assigned
• Ensure compliance with ByrneLooby s Integrated Management System (IMS).
