Role and General Responsibilities

• Setting up and maintaining project documentation within project filing requirements;
• Checking the quality of drawings and documents to be catalogued;
• Receiving, tracking and monitoring drawings and documentation;
• Interfacing with the project team to coordinate the control of documentation;
• Generating transmittals to send documentation to external parties through electronic or hard copy means;
• Checking the accuracy of transmittals;
• Expediting the review of internal and external documentation within engineering departments
• Other duties as required
• Devise a structured filing system for corporate documents
• Devise a structured, WBS-based filing system for project documents
• Collect, scan and upload documents following set procedures
• Ensure all technical documents such as reports, drawings and blueprints are collected and registered in the document control system
• Scrutinize and input document data into the document control system, ensuring that the information entered is always accurate and up to date
• Prepare and check the accuracy of document transmittal sheets generated by the system
• Use the selected document management system for everyday operations, maintenance and quality control
• Notify personnel of updated document versions and how to access them
• Provide support to the Contracts & Procurement Manager for compilation of drawings and manuals required for tender purposes
• Provide support to the Contracts & Procurement Manager for tender preparation
• Validate that contractor files are up to date
• Perform any specific system-related projects or tasks as may be directed by the Project Controls Manager from time to time
• Perform departmental audits on technical documents
• Expedite the review of vendor documentation with Engineering
• Liaise with vendors regarding timely receipt and delivery of documents
• Extract the various document control reports defined in the project instructions
• Provide routine reporting to the Project at prescribed intervals

Qualifications and Education Requirements

• A four-year degree is preferred, however a two-year technical degree augmented with courses and/or seminars in engineering change control, change requests, contract administration, project management, is acceptable.
• Ten years of document control experience, with at least five-years supporting an engineering and construction project, preferably in the public-sector.
• Experience with Microsoft Office Suite of software is required.
• Experience with Adobe Acrobat is required.
• Experience with large-scale Document Control Software is required
• Experience working with many file types
• Complete understanding of construction documents

Preferred Skills

• Excellent interpersonal communication skills
• Ability to work individually or as part of a team