Understanding documentation system, requirements and procedures of respective Client / Project.
- Preparing dedicated Project document control procedure based on client procedures and standards.
- Understanding Client Document Template System.
- Setting up an electronic library system for the management of technical documentations.
- Developing electronic filing and archiving system for easy issuance, storage, retrieval and management of documents.
- Responsible for project folder set up, folder maintenance process, formulating registers and the point of contact for document,
drawing number allocation.
- Assigning standardized document / drawing numbering based on document control procedure.
- Maintaining proper organization and storage of documents and information.
- Ensuring all documentation meets formal requirements and standards based on the document control procedure.
- Sorting, storing and retrieving electronic and hard copy documents.
- Formatting documents to suit with client document formatting requirements.
- Processing and controlling all project document types on day-to-day basis in an accurate and timely manner.
- Filing documents in physical and digital records and ensure appropriate storage.
- Producing document progress reports for senior managers.
- Conducting regular reviews and document audits.
- Implementing shared folder system for sharing ‘read only’ electronic copy with Project team.
- Training employees about the project documentation system on how to use and access the documents in the shared folder.
- Providing full admin support to the team.
- Maintaining EPIC Project engineering documentation tracking register for various documents like Specification, datasheets,
Procedures, Designs Calculations, Weight Calculations, Stress and surge Analysis, Engineering Drawings, etc.
- Maintaining Vendor document tracking register based on VDRL.
- Maintaining Correspondence log for incoming and outgoing Letters, Faxes etc.
- Maintaining dedicated log of Minutes of Meetings, Monthly Invoice to Client, Monthly Invoice from Sub Contractors, technical queries, etc.
- Document Transmittals are being prepared for submission of documents to client, forwarding documents to subcontractors and Vendors.
- Adhering to Client document numbering procedure.
- Adhering to client document revision procedure.
- Following up with Project team for timely submission of documents and reports.
- Controlling all documents like Technical Queries, Site Queries, and Engineering Queries, Material Submittals Drawing etc. with proper numbering.
- Supporting Project Manager during Audit and as required.
- Preparing ad-hoc templates, reports on projects as required.
- Communicates changes to document control procedures or other relevant information which have been updated or added to the project team in discussion with Project Manager.
- Maintaining confidentiality of sensitive documentation.
