Job Purpose
Administer the project document-control system and ensure accurate registration, distribution, retrieval, revision control and preservation of all project correspondence and technical records.
Key Responsibilities
- Establish and maintain the Master Document Register and correspondence register.
- Register incoming and outgoing documents, drawings, reports, RFIs, NCRs, method statements and technical submissions.
- Verify document numbering, titles, revision status, metadata and distribution requirements.
- Issue and track document transmittals through the approved DMS/EDMS.
- Ensure superseded documents are withdrawn and only current approved revisions remain available.
- Maintain document-review workflows, due dates, overdue lists and review-status dashboards.
- Coordinate with Client, Consultant, contractors and OEMs for timely submission and return of documents.
- Maintain controlled records for site instructions, meeting minutes, progress reports, approvals and contractual correspondence.
- Ensure confidentiality, access control, data integrity, backup and retrieval of project records.
- Compile quality dossiers, commissioning records, as-built drawings and operation and maintenance manuals.
- Support periodic document audits and close-out of missing or overdue records.
- Prepare final indexed electronic and hard-copy handover dossiers.
Key Deliverables
- Master Document Register.
- Correspondence and transmittal registers.
- Weekly document-status report.
- Overdue-document tracker.
- Revision-control register.
- Final document handover index and dossier.