Document Controller Job Description, Skills and Required Experience – Technical Department

Job description: Document Controller-Technical/ Design Department
MANAGEMENT SYSTEM RESPONSIBILITIES
Raise suggestion as to improve the system of working.
Follow the relevant procedure of the ISO or company’s QHSE procedure or the department’s Standard Operating Procedure (SOP)
HANDLING OF CONTRACTS
Receive all the contract documents and Issued for Construction(IFC) document i.e.

a.       Contract

b.       Conditions of contract.

c.        Post contract correspondences, Contractors final offer letter which is part of contract.

d.       Contract Specifications/ IFC Specification

e.       Contract Drawings/ IFC drawings

f.         BOQ

g.       Building Information Models (BIM)

Ensure that the Contract drawings and the further drawings like Authority Approved/Stamped drawings and document, Building Permit drawings, Issued-For-Construction (IFC) issued by the consultant/engineer are

a.       Logged in the excel Logs

b.       Placed in the correct folders in the Network drive of the Server of the company

c.        Uploaded in Aconex or other Web based document management system if required

d.       Transmitted to all relevant staff, subcontractors

Maintain the Government NOC in the NOC folder.

Download the NOC from the government website.

Distribute the NOC for the internal staff as relevant.

Distribute the contract documents, issued for construction (IFC) documents to all the staff as per the document distribution Matrix.
Check the list of the above drawings as transmitted by the consultant with to the actual drawings transmitted in CAD and pdf formats including Revision numbers and raise RFI if required.
Update the “Latest IFC” folder in the network server with the latest documents and move the superseded documents to the superseded folder.
TECHNICAL RESPONSIBILITIES
Communicate with the document controller of the consultant/ project management consultant/ Employers representative/ Subcontractors.
Communicate all the documentation requirements of the projects to the subcontractors.
For submittal by main contractor, prepare the cover pages for the submittal/ transmittal submit to the consultant and ensure the “received stamp” from the consultants
For submittal by the sub-contractor after the preliminary checking receive the document, log it into the excel log and then forward to the main contractor’s engineers for checking and approval.
Transmit to the consultant the submittals through Electronic Document Management Systems if required for the project.
SUBMITTALS

Prepare and enter all the submittal in to the excel logs when received form subcontractors, submitted to the consultants, update logs when the submittals are returned by the consultant and as required

a.       Prequalification Submittals (PQF)

b.       Material submittals (MAT)

c.        Shop Drawings (SPD)

d.       Method Statement (MET)

e.       Request for information (RFI)

f.         Confirmation of Verbal instruction (CVI)

g.       As-Built-Drawings (ABD)

Save all the submittal received form internal staff, subcontractors, transmitted to the consultant and received back form consultant with comments in the correct network folder.
Distribute the commented submittal to the staff as per the document distribution matrix.
For all submittals submitted by the subcontractors transmit the comments received form the consultant to the subcontractors
On a Weekly basis preferably Thursday communicate with the consultants document controller for the list of submittal over due to be returned form the consultant.
Prepare the weekly, monthly reports in form of Pie charts, bar charts, key performance indicators, Summary reports etc.  of the Submittals, a forward to the line managers, Project manager, Planning managers and other staff as required.
HSE, QAQC RESPONSIBILITIES
Receive the following

a.       Work Inspection Request (WIR)

b.        Materials Inspection Request (MIR)

c.        Site observation Report (SOR)

d.       Nonconformity Report (NCR)

e.       Accident / Incident Reports

from the main contractor’s staff and subcontractors staff and

a.       Log the request in to the Excel Logs

b.       Forward the above request to the consultants through Electronic document management system if required for the project.

c.        Logs the reply to the above request by the main contractor form the consultant and forward to the QA/QC, HSE manager or Engineer as required.

Prepare the weekly, monthly reports in form of Pie charts, bar charts, key performance indicators, Summary reports etc.  of the Submittals, a forward to the line managers, Project manager, Planning managers and other staff as required.
QUALIFICATION
Should have passed 12th Standard/12th Grade.

Skills required: Document Controller-Technical/ Design Department

Working knowledge of English
Should be well versed in in the use of Microsoft Excel. Skill should be at the minimum of the following excel function

a.       Use of formula

b.       Sort

c.        Filter

d.       Pie charts and Graphs

e.       Excel tables

Preferred to be an Certiport certified “Microsoft Office Specialist” in Excel

Preferred to be an Aconex Certified Associate OR professional OR Specialist

Note: All Aconex learning modules are free. You just pay a small fee to take the assessment test.

https://www.aconex.com/support/online-training/aconex-certified

Minimum Experience required: Document Controller-Technical/ Design Department
Two years in the field of Document management in Civil Main Contractor Company
Four years in the field of Document management in a subcontractor  company.

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