- Receive, organize, and maintain project-related documents including contracts, drawings, reports, and correspondence.
- Ensure correct naming, numbering, versioning, and logical filing of documents for easy retrieval.
- Track document review and approval processes to maintain up-to-date records.
Document Control System
- Use document management software/electronic systems for document tracking and control.
- Train and support team members in using document control tools and protocols.
- Ensure compliance with internal standards and industry regulations.
Distribution & Retrieval
- Control access to documents and ensure proper distribution to authorized personnel.
- Track document retrieval requests and maintain logs of document flow.
Quality Assurance
- Conduct regular audits to ensure documents are complete, accurate, and in compliance.
- Highlight discrepancies or non-compliance issues and assist in resolutions.
Security & Confidentiality
- Protect sensitive or confidential information and restrict access appropriately.
- Adhere to company policies regarding data protection and document security.
Collaboration & Coordination
- Work closely with project managers, engineers, consultants, and cross-functional teams.
- Support smooth communication by managing and sharing necessary documentation.
Record Retention & Disposal
- Maintain retention schedules and coordinate document disposal as per company policy and legal requirements.
Process Improvement
- Identify gaps in the current document control process and suggest improvements.
- Implement best practices for streamlined and effective documentation.