Document Controller

3 days ago

Mandaluyong City, National Capital Region, Philippines ESCA Incorporated Full time

PRIMARY PURPOSE:

The Document Controller is responsible for managing, maintaining, and ensuring the accuracy, accessibility, and security of all project-related documents. This role plays a critical part in ensuring compliance with document control standards, facilitating seamless communication among teams, and maintaining proper documentation throughout the project lifecycle.

JOB DESCRIPTION:

  • Receive, review, register, and store incoming and outgoing documents such as drawings, specifications, contracts, RFIs, and other technical records.
  • Ensure all documents adhere to the company's document control policies and relevant quality standards (e.g., ISO 9001).
  • Conduct periodic audits to verify document accuracy, version control, and compliance with internal and external requirements.
  • Coordinate and distribute documents to internal and external stakeholders, ensuring the right people have access to the correct versions.
  • Maintain confidentiality and control over sensitive documents by managing access permissions.
  • Provide support to engineering and project management teams by supplying necessary documents promptly and accurately.
  • Assist in preparing documentation for tenders, contracts, and project submittals.
  • Maintain a log of all incoming and outgoing documents, ensuring a detailed trail for audit purposes.
  • Generate periodic reports on document status, outstanding actions, and compliance issues.
  • Train staff on document management procedures and tools to ensure consistency across teams.
  • Recommend and implement improvements to document management practices to enhance efficiency.
  • Develop and maintain a well-organized, centralized filing system to ensure all documents are easily retrievable.
  • Use designated document control systems such as Aconex, ProjectWise, or SharePoint for efficient document management.
  • Flexibly undertake additional responsibilities as assigned, demonstrating adaptability and a commitment to organizational success.

EDUCATION, TECHNICAL CAPABILITY AND CAREER:

  • Bachelor's degree in Business Administration, Information Management, or a related field.
  • Minimum of 2 years of experience as a Document Controller, preferably in a consulting engineering or construction firm.
  • Familiarity with engineering documents, drawings, and technical specifications is a plus.
  • Proficiency in document control systems (e.g., Aconex, ProjectWise, SharePoint) and Microsoft Office Suite (Word, Excel, PowerPoint).
  • Basic knowledge of AutoCAD or other engineering software is advantageous.
  • Strong organizational skills with attention to detail and accuracy.
  • Excellent communication and interpersonal skills to collaborate with diverse teams.
  • Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
  • High level of discretion and confidentiality in handling sensitive information.
  • Ensures accuracy and completeness of all document-related tasks.
  • Anticipates and resolves document management challenges effectively.
  • Continuously seeks opportunities to streamline document control processes.
  • Works effectively with project teams, management, and external stakeholders.
  • Willingness to work and be assigned to site projects.
  • Willing to be deployed or assigned to site projects.

Job Type: Full-time

Work Location: In person

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