Document Controller

JOB PURPOSE

• Assist the Credit Control & Collections section in collecting the retention dues by completing the final documentation in a timely manner.
• Assist in timely execution of manufacturing process by getting the required documents approved from the customer e.g. TDS (Technical data sheets and CSD (Cross sectional drawings).

KEY ACCOUNTABILTIES

Policies, Processes and Procedures

• Implement all section policies, processes and procedures

Continuous Improvement

• Participate in initiatives for innovation and continuous improvement in pursuit of greater productivity

Reports

• Provide inputs for the preparation of accurate and timely performance reports, as required
• Prepares status report for individual projects for discussion in monthly working capital meetings and follow up as on actions agreed.
  

Documentation & Administration

• Provide accurate and efficient document control and data management.
• Review the customer contract to ensure availability of in house documentation is in line with the agreed formats.
• Maintains appropriate records of customer provided documents formats for compilation.
• Ensures process integrity is maintained for individual OGP projects.
• Controls issuance of document numbers, including maintenance of proper document registers for each Purchase order submission.
• Ensure correct document classification, sorting, filing and archiving.
• Reviews completeness of documentation and prepares document transmittals.
• Uploads the documentation on FTP Server / Customer provided portals for approval.
• Prepares and maintains Approved for construction documents and Manufacturing record book for detail manufacturing project, either for in-house use or for onward transmittal to customer during project closeout.
• Performs file backup to ensure proper storage and archiving of electronic registers.

Customer Service & Vendor Liaison

• Follow up with the customer for getting timely approvals on documentation submittals
• Co-ordinates with Commercial, Technical, Quality to incorporate the amendments advised by the customer.
• Co-ordinates with external printing agencies for completion of document sets as per the Purchase order requirements.

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• Visit customer office and able to understand the project documentation requirements.

Risk Management

• Identify and manage risk associated with documentation.

KNOWLEDGE AND QUALIFICATIONS

• Essential: Bachelor's degree in business administration.
• Desirable: Good knowledge of computer and ability to work in an ERP & SAP environment
• Job Skills: Good communication skills (both verbal and written) with ability to interact independently with internal departments as well as external parties (customers)
• The need to maintain standards of Quality Systems, Environmental Management Systems and Health and Safety Systems to agreed International Standards.
• Behavioral Competencies: Strategic thinking, Transparency, Integrity, Professionalism, Passion for Excellence, initiative and independent judgement in the performance of agreed assignments.
• Experience: minimum 3 years experience in Documentation management in a medium to large size organization