Senior Document Controller

Role Summary

We are looking for a Senior Document Controller to prepare, manage, and file documents for our projects.

The Senior Document Controller's responsibilities include typing contracts, archiving files, and ensuring all team members have access to necessary documentation.

Ultimately, you’ll support our procedures by maintaining transparent, up-to-date, and easily traceable documents.

Responsibilities

• Efficiently download files and ensure the folder structure precisely matches the client's original configuration
• Maintain files accuracy and integrity by ensuring no corruption occurs. If any corruption is detected, promptly coordinate with the IT team and notify the project manager to prevent delays
• Manage the entire document lifecycle, including team member distribution, to ensure accuracy and completeness
• Prepare all drawing files for delivery by efficiently converting CAD files to PDF format as needed and consolidating them into a single, organized document
• Establish protocols for document distribution and access, manage permissions, and ensure that documents are accessible to authorized personnel while maintaining confidentiality and security
• Develop and implement document control strategies, policies, and procedures in line with industry standards and e.construct guidelines and requirements and support the implementation of the project management system
• Implement version control procedures to maintain the accuracy of documents, ensuring that the latest versions are accessible, appropriate approvals are obtained, and obsolete versions are properly archived
• Develop and deliver training programs on document control procedures and systems, ensure that employees are compliant and knowledgeable about relevant processes
• Assess the effectiveness of document control processes, identify areas for improvement, and ensure compliance with internal and external quality standards
• Perform regular audits to review and maintain record accuracy. Conduct edits as needed to ensure they are current. Report any errors or document storage developments to project managers and the IT team
• Update Project Manager’s PowerPoint presentation and Proposal Management Excel sheet report in preparation for the weekly meeting."
• Maintain effective communication and collaboration with project managers regarding offer letters and update the correspondence log sheet
• Enhances project management through accurate and timely project updates in NetSuite, proactively ensuring timely project manager approvals
• Proactively monitor the proposal management and master tracker to ensure timely identification of awarded and lost projects, facilitate efficient organization and retrieval of project data via appropriate Dropbox folder
• Streamline pre-qualification processes for project managers by efficiently managing documentation and facilitating timely submissions
• Collaborate closely with project managers to draft compelling proposal letters tailored to client needs
• Carry out other related tasks assigned by the direct manager
  
  
  

Requirements

• 5-10 years of work experience as a Document Controller in the Construction Industry
• Familiarity with project management
• Excellent work experience on MS Office
• Knowledge of Electronic Document Management Systems (Dropbox, Aconex etc.)
• Fluent English Speaker
• Proficient typing and report writing/formatting skills
• Data organization skills
• Ability to prioritize and manage multiple tasks concurrently while ensuring timely completion of queries and assigned duties
• Highly organized
• Excellent communication skills
• Familiarity with the relevant regulations regarding document keeping and handling