Document Controller at Unity Homes

Document controller will be responsible for the preparation, updating, organising and filing of all technical documents. He or she will be coordinating document flow among various projects, departments, subcontractors and consultants whilst ensuring to comply with legal and business regulations.

Job Specifications :

• Knowledge of document management software, document capture/image capture systems, and a minimum of 2 years experience in document or records management.
• Familiarity with construction procedures and standard and industry-standard documentation software is a must.

Job Summary :

• Identifying and numbering documents that come into the department or organisation using an electronic document management system to index, store and retrieve a wide variety of document types (not limited to security, HSE, ISO, training records or engineering drawings)
• In charge of project folder setup, folder management, formulating registries, and document and drawing number allocation.
• Establishing a uniform document/drawing numbering system while adhering to company norms and requirements.
• Keeping track of important project documents like project plans, blueprints, vendor contracts and drawings in collaboration with respective HODS.
• Using document management software to track and safely store documents.
• Creating reports for management based on existing documentation.
• Converting paper documents to the digital format by scanning them using software linked to the EDMS.
• Reviewing documents, checking they comply with regulations, creating revisions and archiving outdated versions.
• Distributing documents to the relevant people, departments or organisations, and letting them know when they need to take action on a document as part of a process.
• Creating master document templates and forms, and training employees on how to use them.
• Adhere to the company’s document lifecycle procedures, processes and as required.
• Preparing and updating document control procedures to standardise the documentation process for the company.
• Making sure that departments are following the correct procedures in the document flow process.
• Carrying out administration duties for specific departments or teams in the organisation.
• Work with internal and external auditors to maintain and improve ISO standards.
• Creating reports for construction project managers.
• Performing data entry tasks when project documents need updates.
• Printing out and distributing project documents to managers, vendors and team members on a need basis.
• Documenting meetings and sharing documents with the concerned. 
• Other Assignments as required.

Job Skills :

• This clerical role requires someone with strong computer, communication and organisational skills to work with documents, handle multiple tasks simultaneously and interact with the construction project team.
• He/she should have a basic understanding of construction projects and documentation systems.
• Have some background knowledge in ISO 
• Knowledge in document management. 
• Very detail oriented.
• Ability to analyse data and come to conclusions.
• Great time management skills.
• Ability to follow procedures. 
• Can work independently without much guidance.
• Proven work experience as a Document Controller or similar role.
• Familiarity with project management.
• Knowledge of Electronic Document Management Systems (EDMS) with proficiency in MS Office and MS Excel.
• Proficient typing and editing skills.