Document Controller

Job Category:

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.

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