JOB SUMMARY:
The incumbent will coordinate with the Operations team and establish an efficient project-related documents control register, database and hard copy filing system. Responsible to ensure current versions of all documents are collated subject to revision and ensure current versions of documents are issued to project parties of Gradiant during construction, commissioning and operations phases. Represent Gradiant locally in compliance with Company culture and standards.
RESPONSIBILITIES:
- Receives and registers all projects related incoming and outgoing document from customer, sub-contractor, vendor and in-house generated document.
- Controls issuance of document numbers/transmittals, including maintenance of proper document registers
- Maintains specifically assigned project database/s.
- Setting up and maintain project filing/document systems.
- Manage the process of distribution of internal/external correspondence and ensure good tracking system in place for easy retrieval.
- Ensures proper document classification, sorting, filing and proper archiving.
- Reviews completeness of documentation and prepares document transmittals.
- Prepares and maintains updated drawings for detail engineering or construction project, either for in-house use or for onward transmittal to Client.
- Performs document quality check in accordance with document control procedures.
- Performs file backup to ensure proper storage and archiving of electronic registers.
- Prepare document control reports/document listings, as and when required.
- Responsible for planning, organizing, and notifying the concerned parties about the submission & return within due dates and ensuring on time submissions/returns.
- Cooperating and Communicating with the PM & Engineering Team and collaborating with various discipline Engineers & external vendors to create more efficient methods and to ensure project deliverable submission timelines are met.
- Ensure all engineering documents and deliverables are prepared as per Gradiant /Project specific standard formats accurately and per required schedule.
- Track project deliverables using appropriate tools and initiating the necessary corrective actions.
- Weekly/Monthly document submission tracking & reporting.
- Provide project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.
- Prepare document register reports and attend meetings with Clients/Vendors as and when required.
- Support Gradiant Subsidiaries across the globe as required.
REQUIREMENTS:
- Professional Certificate/NiTEC, Diploma/Degree in Business Studies/Administration/Management or other associated disciplines
- At least 2-5 years' experience in document control position in construction industry
- Proficient in Microsoft Office Application (Word, Excel, Power Point)
- Excellent analytical thinking, interpersonal/communication skills, writing and problem-solving capacities.
- Reliable, well-organized and detail oriented
- Ability to work in a high energy, start-up-based environment.
- Strong communication skills to convey ideas and technical information effectively with team and customers.
- Excellent customer orientation, willingness to deal with people, be flexible and be able to meet customer demands.
- Curiosity and strong drive to improve status-quo while working in a semi-autonomous environment.
- Works independently with minimal supervision.
