Responsibilities:
- Manage company documents while ensuring their accuracy, quality, and integrity. Helps company adhere to record retention policies, safeguard information, and retrieve data more effectively. To archive inactive records and documents in an orderly and secure manner.
- Manages the computer software/platform used to manage the company’s documents and makes sure the system works as intended and notifies the team and/or IT department of any issues.
- Ensure the document management processes meet company procedures and audit requirements.
- Develop and/or improve document management procedures so that they are standardized and implemented throughout the company’s construction project.
- Manage document naming and numbering system for the company.
- Designing templates for documents, file types, and document databases.
- Retrieve documents in storage areas upon request.
- Respond to requests for documents and distribute them as needed.
- Establish and maintain records retention timelines.
- Maintain confidentiality level on sensitive documents.
- Ensuring the secure destruction and disposal of sensitive documents.
- Ensure all documents, technical or non-technical documents such as drawing, document and blueprints, are collected and registered in a log.
- Maintain a checklist/ log for Transmittal, Submittal, RFI, punch list, defect list, lesson learns and others.
- Train employees on how to use and access the documents.
- Work with contractors, vendors, and internal stakeholders to issue and transmit requested documents.
- Conduct company audits to ensure documents are being followed.
- Controlling the flow of documents in and out of the department.
- Reporting errors or developments regarding document storage.
- Updating and maintaining document management systems and physical records. Ensure selected hard copy files are converted to electronic format when required.
Qualifications:
- Diploma or Bachelor's degree in any Engineering, Project Management, Construction Management or a related field
- 7 to 10 years of working experience in the Construction Industry
- Minimum 5 years of experience in document control
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), Power-BI, Project Management and Document Management software such as ACC, Procore, e-Builder and its equivalent
- Open to learn new document control systems
- Ability to create guidelines, procedures and lead the project team to successful implementation of document control procedures.
- Takes ownership of deliverables with the ability to work independently or as part of a wider group, with the ability to collaborate effectively with diverse teams.
- Excellent analytical and problem-solving skills.
- Meticulous attention to detail, sensitive to timelines and have a strong work ethic.
- An excellent communicator verbally and in writing in English. Able to communicate in Chinese will be a plus point.
