Document Control Coordinator

About the job Document Control Coordinator

Main Responsibilities:

• Establish and maintain project documentation system in accordance with existing Policy and Procedure.
• Coordinate all Project Document Management activities.
• Maintain records of technical documentation, decision records, change orders, OEM vendor data and project controls within the project information system.
• Update and multi‑discipline held in Document Management Systems.
• Collect and review KPI metrics associated with the Project and issue timely reports.
• Provide all secretarial, administrative and logistics assistance to the Projects Manager, Head of Projects and PMT, including time management, gatepasses, material passes review, record keeping, office administration, internal and external correspondence and clerical responsibilities during tendering and execution phase of the project.

Primary Accountabilities:

• Ensure proper adherence to Company Policy and Procedure concerning management archiving and retention of company documents, records and data.
• Ensure availability of safety PPEs, implement Office safety procedures and organize safety walks in the plant project area.
• Provide a complete correspondence service for the Project Manager, Head of Projects and PMT for appropriate routing correspondence as necessary and typing/drafting replies where appropriate.
• Organize and retrieve data from SAP, Access, Share Point, appropriate data files and update records accordingly in SAP and/or other corporate systems.
• Provide a time management diary and ensure Project Manager, Head of Projects are fully prepared for scheduled meetings.
• Prepare memos/communication, including workflows and any other documentation as directed by the Projects Manager, Head of Projects and PMT Leads.
• Coordinate with Contractors counterpart for communication to organize meeting, site visits.
• Maintain records/files, replenish stationery and arrange servicing of office equipment.
• Coordinate and administer all training needs for PMT including any Contractor provided training/ Shareholder provided training.
• Provide assistance to the PMT Leads in the preparation of any ad hoc reports and management information to satisfy internal and external requirements.
• Liaise with the providers of information at all levels of the Project organization to ensure timely provision of the information required to fulfill the overall Project reporting objectives.
• Prepare minutes of Project Management meetings as required.
• Coordinate provision of Graphics Services for management reports and presentations.
• Supervise, liaise and coordinate with various Project personnel to prepare material for management presentations.

Experience and Qualifications:

• 8 years experience in a similar position with a recognized corporation.
• Good command of written and spoken English.
• Advanced keyboard and PC skills including Microsoft Office Applications (Word, Excel & PowerPoint).
• Familiar with SAP usage and entries.
• Experience in managing data archives, SharePoint data.
• Training in information security and Project Management system is preferable.
• Ability to prepare good standard reports, presentations in the English language.
• Sound communication, planning and organizational skills.
• Able to handle work independently and proactively.