Duties & Responsibilities
- Manage the circulation, distribution, and filing of both hard and soft copies of project documents.
- Monitor and control document status to ensure timely updates and compliance with project deadlines.
- Notify relevant stakeholders regarding pending documents and required actions.
- Track and report document issues, including status and planned submission or approval dates.
- Perform document-related administrative tasks such as copying, scanning, and archiving.
- Develop and maintain standardized templates for recurring documentation needs.
- Maintain accurate records of all project communications and technical documentation using an electronic or web-based document management system (DMS) with remote access capabilities.
- Ensure adherence to department/project document control procedures, confidentiality policies, and audit requirements.
- Receive, review, classify, categorize, and register all incoming and outgoing documents and digital files, ensuring they are stored systematically and securely.
- Provide project teams with controlled access to current files, data, and documentation resources.
- Manage internal distribution workflows, ensure timely review cycles, and update or renew documentation based on approvals from the Project Manager or Head of Department.
Requirements:
- Business Administration or equivalent education.
- 4-6 years of experience in the same field.
- Proficiency in Document Management Systems (e.g., Aconex, Procore, SharePoint, EDMS)
- Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook)
- Familiarity with ISO document control standards and filing systems
- Excellent organizational and time management skills
- Ability to handle sensitive and confidential information responsibly
- Advance excel skills
