Document Controller

Company not disclosed

Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates
Salary not specified
Posted
Full-time
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Job Description

Job Purpose - To ensure administration and upkeep of all Third Party Services related documentation is in accordance with company requirements for projects, products and services. Principal Accountabilities - Maintain and update all Third Party Services related site documentation inclusive of both Hard and Electronic copy for each site. - Compilation and upkeep of daily technical reports and Service Operations Manuals. - Assist or deputize for the Contracts Administrator when they are unavailable. - Collate all documentation for contractor Site Safety. - Collate all documentation for purchase order requests. - Provide administrative support such as preparing correspondences, required documentations for the department. - Coordinate meeting schedules, reports, etc. with Contractors, Consultants and Client. - Support in the development and improvement of all required administration systems to ensure smooth operations. - Serves as a point of contact for contractors for receiving invoices, service report, and other submittals for Line Manager’s review. - Process all invoices in line with company policies and forward to Finance. - Responsible for maintaining a central filing system and for updating document tracking system, validating and reporting on document review progress. - Responsible for archiving, filing and distribution of documents as required. - Ensure documents are securely stored and the storage location accurately recorded to ensure accurate checked-in out from the storage area in order to prevent loss of documentation Performs regular check of procurement/ contracts documents in order to ensure that all documents are properly submitted and received back to/from other departments. - Ensures compliance to Standard Operating Procedures in relation to submission and storage of documents. - Prepares Document Transmittals, Delivery and collection of documents from other departments. - Implement and communicate a process in order to ensure documentation is accessible. - Perform other duties as assigned by the Direct Manager. Qualification & Experience Education/Qualification - Bachelor’s Degree in any discipline with Document Control Experience preferred Work Experience - Minimum of 3 years of construction and services Document Control Experience, two of which in Contract document control position. - Experience in relevant industry a plus. Knowledge - Sound knowledge of document control principles for contract and subcontract administration and related disciplines. Skills - The use of computer programs, including Microsoft Word, is necessary as well as general familiarization with the internet including ability for research. Excellent communication and problem solving skills required. - Must possess good written and verbal communication skills and the ability to successfully interact with all levels of the Company and subcontractor organizations. KPIs - Monthly review, update and report to line manager on status of site documentation. - Distribute and file relevant documents such as SOMs, technical reports, correspondences within 3 working days after receipt. - Monthly update of technical reports and work completion for all services. - Ensure weekly completion of review and forwarding of all invoice to Finance. Job Challenges - Time consuming process in dealing with the suppliers and other departments to obtain necessary approvals

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