Job Purpose:
• Ensuring that a comprehensive log of all project documents is maintained and updated to reflect on all ongoing projects documents and to enable timely and user-friendly retrieval of all relevant project documents
Key Responsibilities:
• Design and implement a document management system to identify log and track all documents of ongoing projects (including projects costs, project contracts and purchase orders, technical drawing revisions and external contractor communications such as RFIs and RFPs)
• Supervise the development of a project document controls process and ensure that the process is approved and rolled-out in the Property Development Unit
• Manage the documentation of all contracts records; supervise the cataloging of contract records and update contract reports
• Ensure that all payment requisitions, change orders and communication are stored and logged appropriately
• Manage and supervise the documentation of all technical drawings, including creating a drawing record to properly receive, log and track drawings, log and monitor drawing revisions, manage the distribution of drawings to all relevant parties and create distribution list(s) if applicable
• Manage and supervise the documentation of all contractor communications, including identifying and logging of RFIs, receiving, logging and tracking RFIs to all parties, identifying required signatures and the associated dates and manage the distribution of RFIs to all key parties
• Design and manage the development of progress reports and forms in order to track project documentation efforts and to meet project requirements
• Continuously seek to enhance current document management systems and procedures to ensure that the property development unit relies on best-practice document control systems
Job Requirements:
• Education
– Bachelors Degree, preferably in engineering or equivalent
• Experience
– 7+ years working experience in leading a construction project document database team with strong focus on an electronic collaboration environment
• Competencies
– Excellent computer literacy, with strong background in database and project management packages
– Excellent communication and presentation skills
– Excellent problem solving and decision making skills
– Excellent planning and organization skills
– Excellent PC skills
– Strong organizational and time management abilities
– Able to work extended hours to fulfill the role
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