Job Description

Roles & Responsibilities

1. Print, Scan and distribute project related documents as needed.

2. Check for accuracy and edit files, like progressive invoices, letters and all project relevant document submittals for submission to consultant or client and maintain their log sheets accordingly.

3. File documents in physical and digital records.

4. Create templates for future use.

5. Retrieve files as requested by staff, clients or consultant.

6. Manage the flow of documentation and correspondence within the organization, client, consultant, sub-contractors and suppliers.

7. Maintain confidentiality around sensitive information.

8. To apply for DM authority inspections.

9. To apply for authority approvals or renewals and maintain the log sheets accordingly.

10. Preparation of daily progress report (DPR) for submission to client and consultant on daily basis.

11. Maintain and update the rental equipment records along with MR and LPO details.

12. Ensuring all documentation meets formal requirements and standards.

13. Maintain system and procedures to track processing of documents such as correspondence, minutes, reports, payment requests, change notices, change orders, claims, and requests for information, submittals, and schedules.

14. Scan and maintain the all DO and MR copies record prior to submit the hard copies to procurement and account departments.

15. Preparing the site offices stationary material requirements.

16. Any other responsibilities given from time to time.

Desired Candidate Profile

• Possession of a Bachelor's degree in Civil Engineering, Construction Management, or a related field is highly preferred.
• Minimum of 3-5 years of dedicated experience as a Document Controller, preferably within the civil engineering or construction industry.
• Proficiency in utilizing document management software (e.g., Aconex, Procore, SharePoint) and standard office applications.
• Strong understanding of civil engineering terminology, document types, and project lifecycle phases.
• Excellent organizational skills with a meticulous attention to detail in managing large volumes of information.
• Effective communication abilities, both written and verbal, to liaunt with diverse project teams.
• Ability to work independently and prioritize tasks efficiently in a fast-paced project environment.
• Familiarity with ISO 9001 or other quality management systems relevant to document control.
• Fluency in English is essential; knowledge of additional languages relevant to project location is a plus.
• A proactive and problem-solving attitude, committed to ensuring document integrity and project efficiency.