Site Document Controller (Contractor) at GIBB Engineering and Architecture

Key Performance Areas

• Maintain accurate site records
• Filing management
• Document control
• Internal communication
• Information flow
• Office management

Responsibilities

• Ensure Technical document and drawing numbers are allocated.
• Ensure Technical documents/drawings are registered in DMS
• Ensure Technical documents/drawings are released and distributed under cover of a Transmittal Note
• Ensure ‘Master’ hard copy storage of Technical and Contractor Deliverable documents/drawings
• Discuss documentation problems and their solutions with the relevant owner of the document
• Prepare Document Control Reports from DMS for the Project Manager / Construction Manager
• Discuss any deficiencies, requirements, problems, with DMS with Project Manager / Construction Manager
• System / Application refer to relevant parties
• Obtain documentation routing details, i.e. “Document Distribution” matrices and other input data from the Project Manager / Construction Manager, and ensure implementation thereof
• Find Drawings
• Source the complete Engineering and Contractor (Vendor) Deliverable lists from Engineering and bulk update into the specified document control system.  Maintain this list in conjunction with Engineering
• Ensure that you comply with QMS procedures and policy
• Update SharePoint of documentation on the specified document control system
• Ensure that all Incoming and Outgoing Technical documentation is controlled and recorded
• Ensure that documents for Internal and External review are issued and recorded
• Ensure that all documents are correctly filed
• Ensure that Design and Contractor (Vendor) documentation is processed in accordance with Company/ Client procedures
• Provide support to all project participants in the Document Control practice
• Ensure that Administrative tasks including filing, copying, etc. are executed as required in the role
• Ensure that Document Control Procedures and Work Instructions are implemented and conformed to.
• Liaise with Contractors (i.e. their appointed person for handling documentation) on day-to-day Document Control related issues and provide focal point for Contractor Document Control related queries.
• Prepare all documentation for archiving.  Liaise with IT or the specified document control system Functional/Technical Team to organize electronic archive
• Close Out receive documentation and collate the project
• Set up and maintain Distribution Matrix and Contact Lists
• Advise the Project team on the specified document control system structure, or liaise with the specified document control system functional/technical team to ensure the best possible the specified document control system structure is adopted
• Ensure reporting from the Document Control data is accurate
• Maintain confidentiality of documentation
• Manage the electronic transfer of documents and data to Internal and External Clients, including (if required) posting of documentation to the specified document control system Contractor area or other method of distribution as part of the Procurement and Construction enquiry processes
• Any other Document Control related task as delegated/instructed by the Project Manager / Construction Manager.

Requirements

Qualifications

• Grade 12 / Administration Diploma

Experience 

• Minimum of 3 years as document controller for a construction site or organisation
• MS Office Suite / SharePoint or similar
• Document Control Management System