Document Controller

Job Description – Document Controller

Job Description:

The Document Controller is responsible for the project documentation control and administration tasks specifically assigned to them. This includes preparation and checking of documents ready for issue, usage of the Project Administration database, expediting internal and external parties. Activities are to be undertaken in accordance with the Jord ISO system.

Duties and Responsibilities:

Coordinate all activities related to the Document Control procedure

Set-up project databases and file contractual documents as advised by Project Manager

Ensure timely creation of MDL after Project Kick-off meeting (CMDL, CDD, VCDL and VDD)

Notify project team upon creation of MDL and contract documents upload to job repository

Obtain approval from Project Manager on documents for submission

Ensure the timely submission and transfer of project documents to relevant parties, i.e., project team, customer and vendors

Maintain, track and log documents through respective project databases

Expedite external and internal parties on a weekly basis and inform Project Managers on outstanding documents

Generate the various document control reports as required

Makes sure that controlled copies of latest approved documents and drawings are given to the project team and vendors as directed by the Project Manager

Maintain good relations with external and internal parties

Complete MDR at the end of the project

Seek continuous improvement in methods, practices and quality

Adhere to all Jord company policies and IMS requirements

Skills and Experience:

Knowledge in use of spreadsheets, database, word processing and selected job specific software including Lotus Notes, SharePoint and Documentum

Tertiary diploma or degree from a technical course

At least 2 to 4 years’ related work experience in office work, documentation and control

Ability to keep clear and accurate records and reports

Ability to use computer and input data and retrieve records and information

Ability to organize work load and to manage a filing methods and management techniques

Good interpersonal, communication and customer service skills to liaise with both internal and external stakeholders

Self-motivated with the ability to work within a team

Pro-active and capable of working under occasional pressure