Document Controller

Job Description

Role Objective? Reports directly to the Financial Administrator and shall support Development?s Exec Director and Development?s Team. Responsible for managing company documents while also ensuring their accuracy, quality and integrity. Adhere to record retention policies, safeguard information and retrieve data more effectively and continue to work at becoming more eco-friendly and efficiently. Administer and control the project deliverables (drawings, documents, material submittals, tender drawings/documents, plot handover documents, etc.) of TPQ Non-Company Developers through verification and alignment of the Electronic Database Management System and Material Management Document System. Coordinates the flow of technical documents (requisitions, data books, drawings, specifications, calculations) between projects, other related support groups and reproducing the same as requiredKey Accountabilities? Overall control in the Documentation System, manage in document imaging of identified Vital Documents , verification of incoming documents pertaining Engineering documents / drawings and ensure that the standards/specifications are compiled as per TPQ Regulations.? Performing the timely dispatching of submittal responses to the Consultants/Contractors? Assist to expedite the flow of Outgoing documents.? Assist to ensure all documents are actioned by following up with the concerned Engineers? Manage the creation of standard operating procedures as required for creation, storage, retrieval, protection, preservation and destruction of documents, but not limited to hard copy and electronic records.? Ability to track multiple work-streams in a project based on defined work plan and co-ordinates with internal as well as external teams for implementation.? Knowledge of TPQ statutory rules/approval required and compliance during project execution and subsequent operation.? Define processes and support the DEVELOPMENT Directorate Project Team document control process to receive, track and file all incoming and outgoing communications and verify that those processes and procedures are working and fully implemented.? Preparing Plot Handover documents to the Non-Company developers.? Verify that contract deliverables regarding documents / drawings / specifications are fully compliant with project requirements.? Responsible for organizing and conducting Archiving & Disposal of Project Files as per contractual requirements & in-house procedures at the end of the Project.? Administer for the TPQ Access Pass Application for Developers/Owners, Consultants, Main Contractors and scrutiny before forward to Security approval.? Assist the internal auditors throughout the auditing process to inspect the information management system and provides the documents and any other essential details they may require? Liaise with Consultant to ensure effective coordination on document control between the DEVELOPMENT Directorate Project Team and other departments and responsible for oversight of the DEVELOPMENT Directorate Communication Process and Procedures.? Ensures that pre-established requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project? Maintains an established data distribution system and schedule for the assigned project based upon client, project, and supplier requirements.? Expedites review, signature approval, and release of Project documents.? Establishes and maintains files and computerized indexes for active engineering documents, generates electronic/hardcopy reports as needed by the project or management.? Assists in preparing a ?mock up? to produce documents (e.g., develops the index, binders, dividers, etc.) and ensures timely printing and assembly.? Prepare transmittals for engineering documents and requisitions.? Arranges document cataloguing, packing, and long-term storage or disposal of appropriate engineering documents at time of Project closeout.? Creates and supports flexibility by introducing procedures and plans which ensure quick turnaround and encourage flexibility in others.? Implement and encourage transparency and open door policy, capable of defusing high tension situations comfortably? Creates/maintains effective record retention systems/policies and gives attention with regards to records managementAccountability? The ability to work independently, and being highly-motivated, often works in a fast-paced and deadline driven environment, and carry out the tasks in a timely and accurate manner. Detail-oriented, dependable and trustworthy since they come in contact with complex and sensitive documents.? Overall responsibility for administer and control the project deliverables (drawings, documents, material submittals, tender drawings/documents, plot handover documents, etc.) of TPQ Non-Company Developers.? Assisting to the DEVELOPMENT Managers and liaise with Section Engineers and Staff in monitoring the day-to-day work progress and provide discreet document control services.? Ensuring the fundamental checks, examination, and good working practices in the project to conformance with the contract requirements. Verify that contract deliverables regarding documents / drawings / specifications are fully compliant with project requirements.? Acts as a role model for the organization in demonstrating key work attributes and continually setting higher examples of personal conduct and professionalism.? Verification of incoming documents pertaining design engineering, tender documents, etc. and ensure that the standards/specifications are compiled as per TPQ Regulations.? Interface with all relevant project personnel to ensure documentation and data compliance and ensure that the document control process is followed as per project document distribution matrix and instigating a proper document review cycle internally prior to response.? Liaise with Consultant to ensure effective coordination on document control between the DEVELOPMENT Directorate Project Team and other departments and responsible for oversight of the DEVELOPMENT Directorate communication process and procedures.? Preserve customer confidentiality and protect company?s operations by keeping information confidential and secures information.? Knowledge and awareness of company?s policies & standards and strictly comply with documentation process and working with high level standards and keep work ethics in a professional manner.?

Keyskills :
Documentation Document Storage Document Controller Document Control