Job Summary
Manage and maintain project documentation to ensure accuracy, compliance, and timely distribution within the construction industry.
Responsibilities
- Manage and maintain all project documents, including drawings, technical submittals, contracts, and correspondence, ensuring accuracy and completeness for project integrity
- Review incoming and outgoing correspondence, drawings, and reports to verify compliance with the Project Filing Code and Quality System standards
- Perform clerical tasks such as filing, typing, photocopying, scanning, and faxing to support document control processes
- Distribute controlled copies of the latest approved documents promptly to relevant project staff to maintain up-to-date project information
- Receive, check, and register all incoming documents, ensuring proper logging and tracking for document traceability
- Maintain and update the document control database to ensure accurate record-keeping
- Organize all correspondence, drawings, documents, and reports according to the Project Filing Code to facilitate easy retrieval
- Liaise professionally with project team members, consultants, contractors, and visitors via phone and in person to support project communication
- Review each document for conformity and accuracy to prevent errors in project documentation
- Ensure timely delivery and receipt of all documents by deadlines to support project schedules
- Maintain updated records of all approved documents and their distribution to ensure transparency
- Generate various document control reports as required to provide project status updates
Preferred competencies and qualifications
- Minimum GCE O-level qualification
- Minimum 3 years of experience in Document Control within the Construction industry
- Ability to visually recognize and differentiate between various drawing types (Architectural, Structural, M&E) to ensure proper routing and filing
- Strong interpersonal and communication skills to effectively liaise with project stakeholders
- Self-motivated team player who works independently and focuses on achieving results
