Responsibilities

• Apply document control processes that ensure accuracy, traceability, and accountability, allowing project information to be controlled and distributed throughout the project's life.
• Ensure document control processes and procedures are aligned with the company policy and ISO9001.
• Evaluate project deliverable submission process in line with project contract requirements
• Process all the incoming and outgoing document submissions in a timely manner.
• Control, monitor, record and accurately distribute all incoming and outgoing project documentation.
• Liaise with Project and Engineering team to obtain Master Document Register (MDL).
• Set up Master Document List (MDL) Items as placeholders in DMS (E.g. Teambinder, Procore & Client DMS).
• Maintain Project Master Document Deliverable (MDL) List to ensuring latest revision/status of document is available.
• Maintain transmittal tracking register to trace incoming/outgoing document workflows.
• Manage and track document review comments.
• Liaise with internal and external stakeholders to obtain document review comment status and resolve issues.
• Assist Project Managers and Engineering team in the drafting and issuance of non-deliverable project documentation such as RFI's/TQ's, contract correspondences, notices, progress payment milestones, certificates, minutes of meetings, reports etc. and updating the relevant registers.
• Perform Quality Control checks and verify that the necessary mandatory elements required by the document control plan have been satisfactorily met. This includes completeness, accuracy and compliance with all policies and procedures.
• Perform monthly audit checks on deliverable documents to ensure all the documents are aligned with the contract requirement.
• Identifies procedural and format inaccuracies within documents.
• Ensure all documents meet regulatory, contractual, and operational requirements.
• Assist in preparing the project closeout documentation
• Supports the creation of the Manufacturing Data Record (MDR), which includes all the commissioning ITPs, redline mark ups, as built drawings, suppliers report etc. for delivery to the client at the end of a project.
• Provide DMS project specific training to the site team to search, filter and retrieve project documents.
• Perform other tasks as assigned.

Qualifications

• Bachelor's degree in business administration, library or record management or related field.
• At least 5 Years' in Document Management Systems

Competencies

• Demonstrated experience in Teambinder/Proce/Aconex or other cloud-based document management systems
• Ability to deal with a variety of day-to-day document control issues and the ability to escalate issues when needed
• Understanding of commercial/industrial construction techniques
• Ability to deal with a variety of day-to-day document control issues and the ability to escalate issues when needed
• Self-driven and practical approach to problem solving with the ability to understand processes and performance and promote improvement
• Highly motivated with an ability to accomplish goals without supervision and work well within a team.
• Act as first focal point of contact for all Stakeholders regarding any Document Control matters.
• Experience in construction of Wind farms, infrastructure environment preferred.
• Advanced use of MS Office.
• Comprehensive verbal and written English communication.
• Relationship building, high commitment with team and with other stakeholders.
• Commitment to honesty, confidentiality and integrity.
• Ability to quickly understand new processes and work improve them.
• Ability to start earlier to bridge time gap across Asia Pacific, as required