Document Controller
Wenz
Date: 12 hours ago
City: Cape Town, Western Cape
Salary:
ZAR 19,000
-
ZAR 23,000
per month
Contract type: Full time
DOCUMENT CONTROLLER - PROJECTS
R18 000 - R23 000
As a Document Controller you will be responsible for managing and organizing all project-related documents, ensuring accurate version control and maintaining compliance with company standards and regulations. This involves creating, storing, distributing, and archiving documents, as well as tracking and reporting on revisions, approvals and relevant information. You will also play a crucial role in ensuring document security and integrity.
Key Responsibilities
Document Management:
Organizing, classifying, and maintaining project documentation, including technical drawings, specifications, reports and correspondence.
Digitalization
Scanning and converting paper documents into digital formats using electronic document management systems (EDMS) -linked software.
EDMS Management
Utilizing EDMS to store, index, and retrieve documents.
Version Control
Tracking revisions, approvals, and ensuring the most current version of a document is accessible to the right people at the right time.
Document Security
Implementing measures to protect sensitive documents, both electronically and physically.
Compliance
Ensuring documents adhere to company policies and standards as well as to customer and regulatory requirements.
Record Keeping
Maintaining accurate and up-to-date records of all documents and reporting thereon.
Stakeholder Communication
Communicating document changes, revisions and approvals to relevant stakeholders.
Process Improvement
Identifying and implementing improvements to document control processes and systems.
Typical Responsibilities
Creating and maintaining document registers and templates.
Managing requests for documentation and ensuring timely access.
Auditing documentation processes and identifying areas for improvement.
Providing training on document templates and document management systems to project teams.
Assisting in the preparation of documents for active projects as well as tenders and bids.
Managing the travel arrangements of project employees in accordance with applicable policies and procedures.
Required Skills
Organizational Skills:
Strong ability to manage large volumes of information and maintain accurate records.
Attention To Detail
Ensuring the accuracy and completeness of all documents.
Communication Skills
Effectively communicating with all stakeholders about document changes and approvals.
Computer Skills
Proficiency in using Microsoft Suite, Adobe PDF Pro as well as electronic document management systems and software.
Problem-Solving Skills
Identifying and resolving issues related to document control.
Knowledge Of Document Control Systems
Understanding of various electronic document management systems and their functionalities. Proficiency in Aconex Construction Management from Oracle will be advantageous.
Team Player
Understanding that teamwork is pivotal to a project's success and must be a team player focused on customer service.
Adaptability and flexibility
Being open to critique, flexible in accepting ongoing change and using initiative to continuously adapt under pressure in a dynamic project-based environment.
Required Qualifications
Grade 12 (Minimum).
Higher Certificate in Archives and Records Management (Advantageous)
Required Experience
Proven work experience as a Document Controller (or similar role) of at least 2 years.
Familiarity with project management and administration.
Location:
Office based in Paarden Eiland with regular site visits.
R18 000 - R23 000
As a Document Controller you will be responsible for managing and organizing all project-related documents, ensuring accurate version control and maintaining compliance with company standards and regulations. This involves creating, storing, distributing, and archiving documents, as well as tracking and reporting on revisions, approvals and relevant information. You will also play a crucial role in ensuring document security and integrity.
Key Responsibilities
Document Management:
Organizing, classifying, and maintaining project documentation, including technical drawings, specifications, reports and correspondence.
Digitalization
Scanning and converting paper documents into digital formats using electronic document management systems (EDMS) -linked software.
EDMS Management
Utilizing EDMS to store, index, and retrieve documents.
Version Control
Tracking revisions, approvals, and ensuring the most current version of a document is accessible to the right people at the right time.
Document Security
Implementing measures to protect sensitive documents, both electronically and physically.
Compliance
Ensuring documents adhere to company policies and standards as well as to customer and regulatory requirements.
Record Keeping
Maintaining accurate and up-to-date records of all documents and reporting thereon.
Stakeholder Communication
Communicating document changes, revisions and approvals to relevant stakeholders.
Process Improvement
Identifying and implementing improvements to document control processes and systems.
Typical Responsibilities
- Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and industry professionals.
- Ensuring documents are stored securely and access thereto is controlled.
Creating and maintaining document registers and templates.
Managing requests for documentation and ensuring timely access.
Auditing documentation processes and identifying areas for improvement.
Providing training on document templates and document management systems to project teams.
Assisting in the preparation of documents for active projects as well as tenders and bids.
Managing the travel arrangements of project employees in accordance with applicable policies and procedures.
Required Skills
Organizational Skills:
Strong ability to manage large volumes of information and maintain accurate records.
Attention To Detail
Ensuring the accuracy and completeness of all documents.
Communication Skills
Effectively communicating with all stakeholders about document changes and approvals.
Computer Skills
Proficiency in using Microsoft Suite, Adobe PDF Pro as well as electronic document management systems and software.
Problem-Solving Skills
Identifying and resolving issues related to document control.
Knowledge Of Document Control Systems
Understanding of various electronic document management systems and their functionalities. Proficiency in Aconex Construction Management from Oracle will be advantageous.
Team Player
Understanding that teamwork is pivotal to a project's success and must be a team player focused on customer service.
Adaptability and flexibility
Being open to critique, flexible in accepting ongoing change and using initiative to continuously adapt under pressure in a dynamic project-based environment.
Required Qualifications
Grade 12 (Minimum).
Higher Certificate in Archives and Records Management (Advantageous)
Required Experience
Proven work experience as a Document Controller (or similar role) of at least 2 years.
Familiarity with project management and administration.
Location:
Office based in Paarden Eiland with regular site visits.
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