Document Controller

Location- Saudi Arabia- Dammam

Project Document Controller manages and maintains organized and updated documents for the project using document management software (e.g., Aconex, SharePoint, etc.) uploading and scanning paper documents, obtaining documents, and ensuring proper and secure storage and recording.

Responsibilities

• Direct line of report Project Manager
• Primary control of all project documentation in adherence to approved document control procedures both JEG SOP’s and project specific.
• To ensure training and familiarity of self and nominated project team members on operability and usage of project nominated document control systems (Aconex, ASite, SharePoint, etc.).
• Ensuring all documentation meets project defined formal requirements and required standards prior to upload or acceptance from third parties.
• Sorting, storing and retrieving electronic and hard copy documents on behalf of project stakeholders.
• Interface with the Project Management team and all key project stakeholders to carry out assigned duties.
• Producing document progress reports for records and accurate document management
• Conducting regular reviews and document audits in coordination with the QA/QC Leads
• Ensure documents are shared / submitted as required times to facilitate timely project completion in line with the project programme.
• Provide weekly reports to the Project Control, QS and Project Manager for the purpose of progress, delay notices as applicable for late issued or returned documentation.
• Send notifications to project stakeholders of latest revisions to documentation and ensure correct archiving of revisions so only latest revision is utilized but document history is traceable.
• Maintain document SharePoint access integrity in coordination with Project Manager to maintain confidentiality of sensitive documentation.
• Retrieve and issue documentation as requested by project stakeholders.
• Ensure document control submittal logs are always created and maintained up to date.
• Check and edit documentation prior to upload / distribution for accuracy and project compliance (project format, correct document number, etc.)
• Report any document control system errors so rectification measures can be addressed immediately.
• Where required prepare and maintain hardcopies of documents and ensure correct filing for easy document retrieval.
• Ensure all document control system backups are carried out at defined and agreed intervals.
• Track, follow up, notify line manager and record any documents that are not returned on due dates.
• Arrange and manage any workshops/meetings to address any issues that require dissemination to project stakeholders in relation to document management. Record minutes of meetings as applicable.
• Record daily timekeeping for JEG direct project staff in coordination with Project Controls Lead.
• Manage and maintain JEG project site office stationery inventory.
• Providing support during project closeout, including final project documentation collation on the project Share point (O&M’s, Warranties, etc.) and completion status.
• Monitor progress and status of document control and report overdue submittals and returns.
• Prepare ad-hoc printouts and reports as directed.
• Attend training as assigned.
• Supervise, develop and mentor project staff.
• Ensure awareness and compliance of the QSP’s which are located and maintained in the JEG Group Quality Library.
• Provides a working environment that develops a highly productive, adaptive, motivated and creative team which builds cooperation, respect, Team and Self focus, openness, respect and commitment.

Experience And Qualifications

• Minimum 3 years work experience on construction projects.
• Qualifications commensurate with position:
• Role applicable degree from a reputed university / Trade Qualifications NVQ, etc.
• Experience in Data Centre Projects an advantage.
• Experience with document management systems e.g. Ac