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Responsibilities
- Setting up and maintaining project documentation within project filing requirements
- Checking the quality of drawings and documents to be catalogued
- Receiving, tracking and monitoring drawings and documentation
- Interfacing with the project team to coordinate the control of documentation
- Generating transmittals to send documentation to external parties through electronic or hard copy means
- Checking the accuracy of transmittals
- Expediting the review of internal and external documentation within engineering departments
- Other duties as required
- Devise a structured filing system for corporate documents
- Devise a structured, WBS-based filing system for project documents
- Collect, scan and upload documents following set procedures
- Ensure all technical documents such as reports, drawings and blueprints are collected and registered in the document control system
- Scrutinize and input document data into the document control system, ensuring that the information entered is always accurate and up to date
- Prepare and check the accuracy of document transmittal sheets generated by the system
- Use the selected document management system for everyday operations, maintenance and quality control
- Notify personnel of updated document versions and how to access them
- Provide support to the Contracts & Procurement Manager for compilation of drawings and manuals required for tender purposes
- Provide support to the Contracts & Procurement Manager for tender preparation
- Validate that contractor files are up to date
- Perform any specific system-related projects or tasks as may be directed by the Project Controls Manager from time to time
- Perform departmental audits on technical documents
- Expedite the review of vendor documentation with Engineering
- Liaise with vendors regarding timely receipt and delivery of documents
- Extract the various document control reports defined in the project instructions
- Provide routine reporting to the Project at prescribed intervals
Profile
- A four-year degree is preferred, however a two-year technical degree augmented with courses and/or seminars in engineering change control, change requests, contract administration, project management, is acceptable
- Ten years of document control experience, with at least five-years supporting an engineering and construction project, preferably in the public-sector
- Experience with Aconex software
- Experience with Microsoft Office Suite of software is required.
- Experience with Adobe Acrobat is required
- Experience with large-scale Document Control Software is required
- Experience working with many files types
- Complete understanding of construction documents
- Excellent interpersonal communication skills
- Ability to work individually or as part of a team
