To prepare, update, and maintain document registers, trackers, and filing systems.
To coordinate with internal departments, consultants, contractors, suppliers, and clients regarding document submissions and status updates.
To handle project-related documentation such as drawings, material submissions, technical documents, purchase orders (PO), delivery orders (DO), invoices, and progress reports.
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Document Management Systems (DMS)
Record Keeping
Information Management
Quality Assurance
Attention to Detail
Communication Skills
Organizational Skills
Proficiency in Microsoft Office Suite
Coordinate with various departments to gather necessary information for document creation and updates, facilitating clear and concise technical documentation.
Participate in internal audits by preparing and organizing QA documentation, and assist in addressing any non-conformities identified.
Maintain records of document revisions, approvals, and distribution, ensuring a complete and traceable history of all QA documents.
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Assess incoming emails and transmittal, determining their importance and devising a plan of action for distribution, in collaboration with Project Manager or designated project team member.
Establish and maintain a Master Document Schedule for precise and timely monitoring of project-related documents.
Proactively track the status of documents and communicate updates to the Project Manager or designated project team member.
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Manage the transfer and sychronisation of information and documents between Procore/VDC SharePoint and other external platforms as mandated by our Customers (e.g. ACC, Aconex, etc…).
Act as the first Point of Contact for Site Selection and New Site Development Intake forms.
•Maintain and manage all incoming and outgoing project documentation (drawings, correspondences, reports, submittals, RFIs, transmittals, etc.) in accordance with company and project requirements.
•Manage and organize project files and folders in OneDrive and SharePoint, ensuring access control, version history, and document consistency.
•Control the issuance, tracking, and receipt of transmittals to third party, consultants, and contractors, ensuring all submissions are properly logged and acknowledged.
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Maintain organised document control and filing systems to ensure documents are properly stored, updated, accessible, and traceable.
Provide general administrative and coordination support to the department, including preparation of reports, correspondence, and support for daily operational activities.
Ensure all documentation and records are managed in accordance with internal procedures and compliance requirements.
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