Document Controller

Document Control

• Register and file incoming drawings, e-mails and communicate with
  
  
  

the Project team as per their requirements. Incoming items are

registered and filed within one day of receipt and Project team is

advised where applicable.

• Plan, supervise and record document flow to and from all necessary
  
  
  

parties, including clients, sub-contractors and the project office.

Issue and track location of all documents and drawings. Issue

transmittal letters and receipts concerning the documents in

circulation. Documents sent and received in a timely and accurate

manner and status of documents up to date at all times.

• In collaboration with the Document and Process Analyst actively
  
  
  

monitor work practices to ensure adherence to correct quality

assurance procedures and standards.

• Ensure that operating procedures for filing incoming and outgoing
  
  
  

are strictly observed. Follows systems, processes and policies.

Follows and adheres to templates and standards developed

internally.

• Conduct regular review audits on a monthly basis to ensure
  
  
  

information on all records is accurate and up to date.

• Be an integral member of the implementation and delivery team for
  
  
  

the document management system. Be a system champion.

• Co-ordinate effectively with other disciplines and external
  
  
  

consultants where required. Communication and collaboration with

teams across the disciplines and in different offices to share project

information and knowledge.

Quality Assurance

• Communicates effectively with all disciplines within ADG. Maintain
  
  
  

open and effective communication with clients as required.

Maintain professional communication standards at all times.

Communication with all parties is professional and effective.

• Ensure all work is completed in accordance with ADG systems and
  
  
  

processes and in line with the ADG Quality System and Quality

Assurance Manual. In collaboration with Document and Process Analyst actively monitor work practices to ensure adherence to

correct quality assurance procedures and standards. Internal and

external quality assurance audits. Follow systems and policies and

lead by example.

• Ensure Document Control standards are maintained on the relevant
  
  
  

project in line with quality assurance requirements. Ensure

information is stored in accordance with ADG’s systems and

processes.

Qualifications

• Bachelor's degree in business administration, library management,
  
  
  

or record management, or alike, would be advantageous.

Experience

• At least 1 – 3 years’ experience in document control
• Web-based document management systems experience e.g.
  
  
  

Procore, Aconex

• Experience in a project environment
  
  
  

Skills & Knowledge

• Medium to advanced IT skills being comfortable with a range of
  
  
  

platforms. Previous Aconex, Teambinder, RedHub, Plexa and Procore

experience desirable.

• Organisational ability with a strong attention to detail and accuracy
  
  
  

Essential

• Possess a natural ability to communicate with internal stakeholders
  
  
  

and external parties where required and deliver high levels of

service.

• Ability to work in a fast-paced environment with multiple
  
  
  

competing priorities

• Ability to identify problems and make recommendations for
  
  
  

solutions

• Duties undertaken in a full spirit of co-operation, as assigned by the
  
  
  

person in charge.

• Shows aptitude and willingness to learn.
• Ability to adhere to production schedules.
• Ability to work independently while being a team player
  
  
  

Work Set-up

Office