Senior Document Controller

General Description of Role and Responsibilities:

Responsible for the timely, accurate and efficient preparation and management of project documents, helping the project to stay on track. The selected individual is expected to:

• Primary responsibilities include capturing/creating, managing & controlling, delivering & distributing, preserving/retrieving and storing/archiving all phases of the client's program/project records and communication
• Ensure that everyone involved in the project follows the Client's document control procedure
• Follow up with the project team and the Client' other department team to ensure that the project communications and correspondences are handled on-time
• Ensure all aspects of documentation are effectively controlled, captured via Aconex or other EDMS within the client application landscape and communicated as required
• Verify the documents quality (QA check), this includes its format, metadata, consistency, revision status, etc.
• Responsible for processing of corporate and project related documents via Aconex/ EDMS
• Ensure all projects/programme documents are processed and managed via EDMS/ Aconex, including workflows in other digital systems
• Responsible for processing Procurement and change management processes Contract Request, Work
• Confirmation, Variation request, etc via Oracle system and monitor the payments status of the
• Consultant/Contractors/Suppliers
• Coordinate with project stakeholder and create project communication matrix and update as needed
• Distribution/circulation of documents as per the approved communication matrix via Aconex/ other communication channels as defined
• Maintain project directory and update as needed
• Ensure all the documents are updated on the Central Repository
• Ensure the payment tracker is updated on a regular basis and are available to the team use
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE (Quality, Safety and Environment) procedures, if available
• Establish a system for archiving project documents for future reference and audits, and decide on key search string references to be specific (numbering system) to maintain data standardization
• Maintain confidentiality around sensitive documentations and communications
• Utilize document control software and tools for efficient data management and ensure all the stakeholders have access to the project data for their use and audit purpose.
• Clarify document control queries from the PMC, Consultants, and contractors.
• Coordinate, support, and communicate with consultants and/or Project document controllers as and when required.
• Ensure all documentation complies with industry standards, regulations, and project requirements
• Train team members and project personnel on document control procedures