Job Description

Responsible for the administration of a comprehensive document control system to support program-wide administrative, engineering, and operational activities. This role ensures timely, accurate, and systematic management of all project documentation in alignment with project and client requirements, with a particular focus on electronic document control through platforms such as Aconex.

Job Duties:

• Maintain and control all technical documentation including specifications, IFC and shop drawings, vendor documents, calculation sheets, and revision instructions, both electronically and physically.
• Ensure proper use and upkeep of the Electronic Document Management System (EDMS), particularly Aconex, for receiving, tracking, and distributing project documentation.
• Prepare and maintain accurate logs and registers such as Critical / Non-Critical Documents, GFC Drawings, Shop Drawings, RFIs, NCRs, CARs, and others as required for monthly progress reports.
• Issue documents using approved transmittal formats in accordance with project procedures to the client, consultants, site teams, and company stakeholders.
• Monitor incoming and outgoing correspondences, ensuring timely routing, response tracking, and archiving.
• Coordinate with Head Office and Vendors to obtain updated versions of all documents and ensure the latest revisions are distributed to relevant parties.
• Support the compilation and submission of final as-built documentation in compliance with approved document closeout procedures.
• Assist in the preparation of daily, weekly, and monthly reports by maintaining regular records of site document activity.
• Maintain the Master Document Register for each project and ensure readiness for progress reporting and milestone payment submissions.
• Track license registration and renewal requirements as per applicable project regulations.

Minimum Qualifications:

• Degree preferred but not essential; relevant certifications in document control are an advantage.

Experience:

• Minimum 7 years of experience in a similar role, preferably within a construction supervision or engineering design consultancy.
• Proven experience with Aconex on large-scale infrastructure, building, or industrial projects is essential.

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