Document Controller

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.

• 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: Bachelor degree in any discipline.

Minimum of 3 years as a Document Controller.

Experience in Facility Management industry a plus.

Sound knowledge of document control principles for contract and subcontract administration and related disciplines.