Provis Estate Management
Roles , Responsibilities, Duties:
The Document Controller shall:
· Undertake Control of electronic and hard copy documentation.
· Assure compliance with document controller, standard, polices and procedures highlighting any errors and omissions.
· Coordinate progress documents reviews.
· Create draft documents based on outlines created by others and based on standard templates.
· Provide a central document control helpdesk function.
· Be responsible for the registration of all documents and documentations.
· Be responsible for the maintenance and review of document management process.
· Assist in the completion as built documentation.
· Management and maintenance for electronic document control system.
· Execute the responsibilities maintaining high level of ethical, moral, and professional standards.
· Ensure that the overall activities in the Department meet the requirements of quality management, health and safety, legal stipulations, environmental polies, and general duty care.
· Strive to keep up to date with the latest developments in the field of departmental administration and in the field of expertise.
· Make sure that Clients’ needs are captured and updated as required.
Prepare reports as required by contractual obligations.
· Receive and review Service Provider reports against compliance with contractual obligations.
· Integrate Service Provider reports with Provis reporting tools.
· Use defined systems/tools to monitor Service Provider working hours, plans and
expenditures.
· Prepare and issue all appropriate notifications as determined by Technical teams.
· Create and maintain comprehensive operational documentation, plans and reports
· Ensure standards and requirements are met through conducting quality assurance tests
· Manage data entry in for all operational activities through defined systems and
platforms.
· Create and maintain asset databases for respective facilities and clients.
· Create and maintain database for Clients, Service Providers, vendors, and other
stakeholders.
· Carry out research and regular benchmarking to project data is accurate.
· Assist in the development of operational templates relating to facilities management
Operational:
· Develop, implement, and communicate improved procedures on a continuous basis,
always seeking greater efficiencies and higher customer satisfaction.
· Attend regular staff meetings.
· Ensure other administrative tasks like archiving, document transmittals, all kind of
reporting ETC
· Handle all kind of administration and reporting tasks.
Authority
· Authorizes to coordinate & follow up with Client, service providers and teams.
Authorised to accept and submit documents
Qualification:
Educated to a certificate level with experience in the facilities management industry.
Knowledge of Microsoft packages & Databases is essential.
Trainings in administration, data entry, reporting, customer service and/or communications.
Experience and Skills:
Minimum 3 years in a similar role working in facilities management administration or operations.
Collaborates well with technical teams and other business functions to build a network across teams and clients.
Communicates effectively and possess basic project management skills of budget, timeline, and resources.
Being reliable and honest.
Discretion and confidentiality is essential.