Job Purpose:

Responsible for managing all project documentation, ensuring accurate and efficient storage, retrieval, and distribution of project-related documents. This role is crucial to maintaining smooth communication and collaboration across teams by ensuring all documents are up-to-date, properly organized, and easily accessible.

Duties & Responsibilities:

  Document Management: Organize, store, and maintain all project-related documents, including contracts, project plans, specifications, drawings, reports, and correspondence, ensuring they are easily accessible and secure.

  Document Control Systems: Utilize document management software (e.g., SharePoint, Aconex, Procore) to upload, track, and manage all documents. Ensure adherence to established document control processes and procedures.

  Version Control: Ensure proper versioning and revision control of documents, ensuring that the latest versions are always available to project teams and stakeholders.

  Document Distribution: Facilitate the timely distribution of project documents to internal teams, contractors, and other external stakeholders. Ensure that documents are correctly routed to relevant parties.

  Quality Control: Review and ensure that documents meet internal standards and specifications, including formatting, completeness, and accuracy, before they are shared or archived.

  Compliance: Ensure all project documentation complies with company, regulatory, and industry standards, as well as specific project requirements.

  Audit and Tracking: Maintain an up-to-date record of all documents, including filing and archiving completed documents. Conduct regular audits to ensure all project documentation is current and properly stored.

  Coordination with Project Teams: Work closely with project managers, engineers, and other stakeholders to ensure proper handling of documentation, address queries, and resolve issues related to document management.

  Document Retrieval: Provide fast and efficient document retrieval and support project teams in locating and accessing relevant files as needed.

  Reporting: Generate reports on document control status, including document turnover, revision history, and compliance with project schedules.