Job Title: DOCUMENT CONTROLLER
Based at: Site Office, Abu Dhabi
Reports to: Resident Engineer
Main Tasks and Job Description:
- Receive, maintain and register all incoming correspondence, outgoing correspondence, submittals, drawings and project related documents in the respective registers
- Maintain and update all project logs and provide the required information for preparation of reports
- Maintain project filing system as per the Project requirements and implement an effective document filing and retrieval system
- Assist in the preparation of all outgoing correspondence including but not limited to letters, internal memos, reports, submittals etc., dispatch, circulate and filing
- Assist in the preparation of all project minutes of meetings, dispatch, circulate and filing
- Assist in the follow up of all correspondence outstanding with the site supervision team and issue necessary reminders on status
- Assist in the follow up of all submittals outstanding with the site supervision team and issue necessary reminders on overdue submittals
- Liaise with site supervision staff and collate data to assist in the preparation of all reports
- Assist in the preparation of all project related QA documents, maintain, update logs and provide the required information for the preparation of reports
- Receive, maintain and log all project related electronic mail and documents
- Maintain and update the project site notice board with pinups, certificates, policy statements distributed to the project site offices
- Maintain log and update Record Copy and Coordination Copy of all project related contract documents, construction issue drawings, specification, documents, submittals etc.
- Prepare copies and return back to Contractor & Client all submittals reviewed and returned
- Affix the necessary stamp on the Record Copy and Coordination Copy and file accordingly to all submittals reviewed and returned
- File all submittals according to the PQP filing system
- Label all files according to the PQP filing system
- Prepare weekly/monthly reports on all the outstanding submittals and forward to RE/Project Team
- Maintain backup soft copies of the project documentation on daily/weekly/monthly basis
- Identify potential safety concerns within the site office and inform RE/Site HSE
- At project close-out complete the archiving / e-archiving of all documents and maintain such records
- Liaise with the SOD issues related to staff time sheets, project specific stamps, letter heads, staff leave applications and various administrative activities related to the site staff in conjunction with the RE
Side Tasks:
- Assist RE in the day to day administrative duties to ensure compliance with the quality management systems, procedures and project quality plan
- Assist/support the site team and the respective RE with the implementation of quality management systems
- Assist the site team in the external and internal audits to ensure the effective implementation of quality management systems/HSE management systems and work with the site team for resolution of non-conformance issues and maintain registers
- Liaise with the project supervision team, coordinate and resolve any issues pertaining to Document Control
- Liaise with Client's Secretary for any changes in staff, e-mail addresses, fax numbers, telephone numbers etc. and update records accordingly
- Liaise with the Client's Secretary to ensure prompt delivery of any project specific documents, correspondence etc.
- Maintain a comprehensive project communication and document control system in compliance with the quality management systems, procedures and project quality plan
- Provide administrative support to the RE in the effective functioning of the project site office
- Identify any particular safety issues within the site office and bring to notice of the Site HSE/RE
