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- Responsible for all reports and documents needed for internal and external reporting in terms of
- timely creation of the template
- timely organization of reviews before the actual reporting
- timely collation of material from all stakeholders who have to deliver
- Overall review of document format according to Project standard and requirement and document submission provided by document owner.
- Communication with internal / external reporting stakeholder to organize reporting document.
- Proper documentation of project deliverables whilst maintaining accuracy of the records.
- Distribution of project related information to all levels of project team when necessary.
- Collating information from internal stakeholders to provide a monthly report to client.
- Ensure proper documentation classification and filling system to facilitate easy retrieval.
- Lead and mentor the documentation team, assigning tasks, setting goals, and conducting performance reviews.
- Analyze and improve documentation workflows to enhance efficiency and reduce bottlenecks on the Design submission.
- Establish and maintain archiving procedures to ensure documents are stored securely and can be retrieved easily.
- Oversee the implementation and maintenance of electronic document management systems, ensuring they meet the needs of the project.
- Maintaining & Manage SharePoint data, housing keeping, controlling the permission of Share Point members.
- Develop and maintain disaster recovery plans for documentation, ensuring business continuity in case of system failures or other disruptions.
- Ensure all documents meet quality standards and egularly review, implement, and improve documentation processes to enhance efficiency and effectiveness.
- Liaise with customers on the submission in the INsight platform and document reference system.
- Process a large number of documents daily, including uploading & downloading drawings / documents and printing for distribution.
- Maintain accurate document record logs of all drawings and documents issued by all parties at each stage of a project.
- General administration of project documents along with performing weekly checks to ensure all project documents are kept up to date.
- Build, manage & maintain relationships with clients, contractors, other construction professionals and staff.
- Relevant educational experience in Business Administration, etc.
- At least 4+ years of experience of working in a document control or similar environment.
- Ability to handle high demand environment with attention to detail in all submissions, prioritization of tasks and team member activities.
- Computer literate and proficient in Microsoft Word, Excel, PowerPoint, Sharepoint and Insight or any other Document management tool expertise.
- Strong time management and excellent organization skills are essential, underpinned by an attention to detail.
- Possess excellent interpersonal and communication skills including the ability to liaise and advise staff at all levels, both in written and verbal.
- Ability to be flexible and work as a team player.
- Must be customer service focused and have experience of dealing with external clients.
- Flexible working arrangements
- Career, professional & personal development