- Establish and maintain an organized document control system for all project and company documentation.
- Receive, review, and accurately log incoming and outgoing documents according to established procedures.
- Ensure timely distribution of documents to relevant stakeholders and departments.
- Monitor document revisions, updates, and version control to maintain data integrity.
- Coordinate with project managers, engineers, and administrative staff to ensure document compliance and accessibility.
- Archive and retrieve documents securely, ensuring confidentiality and proper storage.
- Prepare regular reports on document status, outstanding issues, and compliance metrics.
- Assist in developing and implementing document control policies and procedures.
- Train team members on document management best practices and systems.
- Support audits and inspections by providing accurate and up-to-date documentation.
- Ensure all documents adhere to company formatting requirements and policies.
- Maintain confidentiality regarding sensitive information and company-specific agreements.
- Review and update various documents, including workflow files.
- Establish a system for managing and archiving project documents for easy retrieval.
- Assign confidentiality levels to each document per direct supervisor's instructions.
- Create and maintain dedicated project files containing approved and coded documents, updating them regularly.
- Create, categorize, archive, and log incoming and outgoing correspondence and documents for each project.
- Coordinate the transfer of required information between project teams and the company’s CEO.
- Report on claims escalated to the direct supervisor, addressing cost discrepancies and quality control issues.
- Monitor the progress of processes related to document review, approval, and issuance, providing periodic updates to management.
- Maintain a historical record of files related to past projects to support future cost estimations.
- Collaborate with the Information Systems Manager on the storage and updating of important documents in company databases.
- Respond to routine correspondence related to document management and escalate critical matters as needed.
Minimum of 2 years of experience in document control or records management.Proven experience working in a fast-paced office environment.Strong organizational and time management skills with attention to detail.Familiarity with document management systems and electronic filing protocols.Ability to handle confidential information with discretion.Excellent communication and interpersonal skills.Proficiency in Microsoft Office Suite and document control software.Ability to work independently and as part of a multidisciplinary team.Strong problem-solving skills and adaptability to changing priorities.Commitment to maintaining high standards of accuracy and compliance.Very Good in English language.