Job Summary

Manage and control all project documentation for Project Management Consultancy (PMC) and Supervision projects, ensuring accurate registration, distribution, tracking, filing, and retrieval of documents in accordance with project procedures, client requirements, and company quality management standards.

Key Responsibilities

• Receive, register, classify, distribute, and archive all project documents, including drawings, technical submittals, method statements, material approvals, RFIs, inspection requests, and correspondence.

• Maintain and update the Document Management System (DMS) and document registers to ensure accuracy, traceability, and accessibility.

• Monitor document workflows and follow up with consultants, contractors, clients, and project teams to ensure timely review, approval, and response.

• Control document revisions and ensure that the latest approved drawings and documents are available to the project team and site supervision staff.

• Manage the submission and review process for technical documents, shop drawings, as-built drawings, and operation and maintenance manuals.

• Maintain records of incoming and outgoing correspondence, transmittals, meeting minutes, and other project-related communications.

• Ensure compliance with approved document control procedures, project specifications, client requirements, and quality management standards.

• Prepare periodic document control reports, highlighting pending submissions, overdue responses, and outstanding approvals.

• Coordinate with site engineers, discipline teams, and contractors to resolve document control issues and maintain an efficient information flow.

• Ensure proper electronic and hard-copy filing, backup, confidentiality, and retrieval of project records.

• Support project audits and handover activities by ensuring that all required documentation is complete, properly indexed, and ready for final submission.

Qualification, Technical Skills and Competencies

• Diploma or bachelor’s degree in Business Administration, Information Management, or a related field.

• Minimum of 5+ years of experience in document control, preferably in PMC, engineering consultancy, or construction supervision projects.

• Experience with document management systems and platforms such as Aconex, Asite, SharePoint, or equivalent systems.

• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

• Strong organizational and document management skills.

• High attention to detail and accuracy.

• Effective communication and coordination skills.

• Ability to manage multiple priorities and meet deadlines.

• Knowledge of document numbering, revision control, transmittals, and technical submittal workflows.

• Ability to work effectively with multidisciplinary project teams and contractors.