FT Contract - Senior Document Controller - Ekurhuleni

Job Description

4 MONTH FIXED TERM CONTRACT

Reporting to Project Manager

Purpose of Position:

Responsible for the Document Control of projects in line with the contracts and time lines. Maintaining transparent, up to date and easy traceable documents

Key Responsibilities:

Including but not limited to:

• Process all documentation received in accordance with prescribed matrices within timescales
• Perform prescribed quality check on all documents prior to processing
• Accurately enter and update records meta-data in both the company and the clients document management system
• Allocate and control the numbering of document and drawings produced for each project
• Managing technical queries and requests for information (RFQ’s)
• Manage the record document flow to and from all necessary parties, including clients, sub-contractors and the RSA office/branches.
• Circulate documents for review, information and approval by formal transmittal on e-mail templates
• Ensure project deliverables are stored at every revision in relevant formats
• Maintain an efficient project-related document control register
• Compile Data Books, O&M manuals and other documents according to the contract milestones ensuring minimal risk to the company
• Assist with project status / progress reports
• Assist in project close-out and handover of the final project documentation to clients
• Maintain current project filing system
• Liaise with internal and external customers as required
• Visit customers and assist with document requirements
• Working in accordance with applicable project procedures
• Adhere to all SHE and housekeeping requirements

Inherent Requirements

Education and/or Experience:

• Matric / Grade 12 certificate
• Administration Diploma or equivalent and/or seven years related experience and/or equivalent combination of education , training and experience
• Proficient in MS Office
• ERP System, Infor LN will be advantageous
• Q-Pulse (Quality Management System) or similar
• At least 7 years related experience in document control in a Project environment
• Must have knowledge of vendor data processes
• Must have knowledge of current document control standards
• Knowledge of EDMS systems
• Project Management
• Good understanding of Contract Law

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization

Mathematical:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

Advanced Microsoft office