Document Controller | Khidmah
A well-known and well-reputed Company based in Abu Dhabi, United Arab Emirates is looking for an experienced, skilled, competent, mature, qualified, creative, and intelligent candidate with significant knowledge and relevant working experience for the position of “Document Controller”.
| Company Name | Khidmah |
| Qualification | Bachelors Degree | Masters Degree |
| Experience | 3 – 5 years of Relevant Experience Required |
| Monthly Salary | 6,500 AED – 7,000 AED |
| Employment Type | Full Time | Permanent |
| Company Size | 50-100 Employees |
| Benefits | Medical Insurance |
| Location | Abu Dhabi |
Job Summary:
· meet the business needs for evidence, accountability and information about business activities to mitigate the risk for potential claims or disputes.
· comply with regulatory, legal and contractual requirements.
· ensure ready availability of the documents in archives.
· protect and manage confidentiality of sensitive information to reduce business risks.
Qualification:
- Graduate Degree / Diploma
- Software skills: Should have great typing skills and be able to pick up software and programs quickly, including Microsoft Office products (Excel, Word, PowerPoint), MS SharePoint, Asite, Aconex, Acrobat Professional, etc
- Experience: Minimum 10 years in construction industry out of which at least 5 years with large real estate developers
Primary Responsibilities:
The responsibilities include, but not limited to:
· Provide information and document control services for various projects in accordance with:
o established document management systems, controls, processes and procedures; and
o any project specific or other regulatory requirements.
· Monitor the document control community working in various projects of the group, and oversee their performance, and report any issues to Lead Document Controller for further evaluation and guidance as appropriate.
· Represent the company and establish and maintain effective relationships with all project stakeholders including clients, consultants, contractors and service providers.
· Manage all project technical documents during design, construction, and handover phases of projects.
· Coordinate incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing replies when required.
· Ensure to get acknowledgements for documents delivered on daily basis.
· Quality assurance of documents through thorough checking and validation of accuracy, completeness, compliance, document attributes, reference numbers, pages including page numbers and orientation, clarity and legibility, typographical errors, duplication, etc before being recorded, sent, or transmitted.
· Maintain updated records of all approved documents and drawings, and ensure that copies of latest approved documents and drawings are provided to concerned staff and other stakeholders, as applicable within the Project reporting structure, and on time.
· Regularly update and maintain the files and control logs as required by the project.
· Generate and provide periodic reports and logs identifying document status, open workflows, mail items, submittals, and other documents to update Management and other stake holders
· Comply with company’s filing system and policies for easy tracking and retrieval of documents. Organize and file hardcopies and maintain electronic libraries with the latest revisions/ versions and ensure those are readily available to authorized users.
· Ensure that only authorized persons have access to highly sensitive and confidential documents.
· Review and propose recommendations for process improvement on a regular basis to the department head in developing process improvement plans.
· Administer and coordinate the destruction process for records (electronic and physical) with elapsed retention periods.
· Provide training to project resources as part of the on-boarding process, both in person and virtual sessions
· Document Control System Audit:
o Conduct periodic QA Audit on Project Drawings / documents uploaded by Consultants & Contractors to ensure compliance in terms of Document Number, Discipline, Revision, File Name, Title and other critical document metadata with project procedure.
o Prepare monthly audit report and issue for corrective actions.
o Coordinate and follow-up regularly to close-out the findings.
· Projects Site Document Control Audit: Review project documents management, filing practices and related matters at project sites, support and guide for proper management of documents to avoid any loss or damage of records to ensure that:
o all project participants are adhering to our requirements.
o the documents are properly managed to avoid any issues during final handing over.
o all documents are readily available to satisfy regulatory, legal and contractual requirements and future use.
· Handover Documents:
o Liaise with project document control team to establish handover requirements as per the procedures to ensure that:
§ all the required documents (Authority approval, NOC, As-built drawings, O&M, Spare parts, asset documents, completion certificates, etc) are available before releasing final payments and relieving the contractors / consultants from their responsibilities.
§ all the required documents are readily available to satisfy regulatory, legal and contractual requirements, asset operations, asset handing over and future use.
o Receive and review handover submissions for completeness and accuracy to ensure:
§ electronic copies of all project handover documents are available and are accurately processed and uploaded in established project information system.
§ all files are properly named and organized in logical folder structure.
§ availability of accurately updated document registers for easy tracking and retrieval of documents in future.
o Establish and maintain a master document database and register for all project handover documents.
o On acceptance of submission, organize and archive Project Handover documents as per the retention requirements.
· Coordinate with Khidmah / FM Contractors / Retail Delivery team and formally transmit a complete set of final handover documents (As-Builts, O&M, Warranties, etc) to their authorized Document Control personnel, preferably from their central team, and maintain records of such transactions for future reference.
· Other adhoc services including:
o Respond to customer enquiries and queries.
o Retrieval of documents (electronic and/or hard copy) from archives.
o Processing and archiving backlog and left-over documents from various project sites.
o Review, update and establish the document database for legacy projects to ensure that all the required documents are readily available to satisfy regulatory, legal and contractual requirements, asset operations, asset handing over and future use.
o Any other additional duties that may be required by the Line Manager.
The role requires:
· Proper understanding of process flows and responsibility matrix, document inflow and intervals, maturity, confidentiality, archiving processes, retention management, etc for
· Experience in construction industry, particularly with large scale real estate developers or project management consultants engaged in development and management of residential, commercial, retail, leisure, infrastructure projects government project delivery and assets management.
· Excellent knowledge of various technical documents produced and communicated by different stakeholders during various stages of a project, including document review process, version management, workflows and responsibility matrix, confidentiality, archiving processes, retention management, handover requirements and various government agencies, etc.
· Knowledge of Engineering disciplines and work processes
· Knowledge in ISO documentation standards
· Ability to identify, classify, analyze and screen all documents received to ensure compliance with the Document Control Policy and Procedures.
· Knowledge of relevant cause and effect of actions in this field
· Knowledge of records management principles and procedures including record keeping and filing principles and practices.
· Good working knowledge of English, both written and verbal.
· Knowledge of Office machines and other related equipment.
· Excellent communication and interpersonal skills.
· Innovative, Open-minded, collaborative, and a team-oriented attitude
· Ability to work with a range of different people, from internal departments to external business partners.
· Strong work ethic, ability to work long hours, evenings and weekends as needed by the projects.
· Ability to manage priorities and time.