DOCUMENT CONTROL SUPPORT
We are seeking a dedicated and organized Document Control Support professional to join our team. This role is ideal for someone with 1 to 3 years of experience in document control, and it does not require an engineering background. The successful candidate will play a vital role in supporting the project manager by managing document interfaces, ensuring accurate records, and facilitating effective communication with internal and external stakeholders. The primary focus of this role is to maintain document integrity and streamline communication through proper document control procedures.
Key Responsibilities
- Document Interface Management - Collaborate with internal and external stakeholders to facilitate the release of documents, ensuring that technical clarifications are addressed promptly and accurately.
- Master Document Register - Maintain the master document register by updating it with the latest document versions, revisions, and relevant metadata. Ensure accuracy and completeness of information.
- Pending Document Notifications - Inform relevant stakeholders about pending documents and their expected release dates, keeping all parties informed about the document status.
- Quality Control - Perform general quality control checks on documents, ensuring proper formatting, labelling, and dating. Conduct squad checks to ensure accuracy and consistency.
- Document Release - Coordinate the release of approved documents, ensuring they are distributed to the appropriate parties and stored in designated repositories.
- Document Tracking - Implement and maintain systems to track and monitor the movement of documents, ensuring traceability and accountability.
- Collaborative Communication - Foster effective communication with project teams, departments, and external partners, addressing document-related queries and providing necessary support.
- Documentation Procedures - Ensure adherence to established document control procedures, suggesting improvements when necessary to enhance efficiency.
- Software Utilization - Utilize document control software to manage and organize documents, ensuring seamless access and retrieval.
- Archiving - Support the archiving process by categorizing and storing documents according to retention policies and project requirements.
- Reporting - Generate regular and ad-hoc reports on document status, distribution, and any issues that arise during the document control process.
Qualifications and Requirements
- 1 to 3 years of experience in document control or related administrative roles.
- Strong organizational skills and attention to detail.
- Proficiency in using document management software and Microsoft Office suite.
- Excellent communication skills to effectively interact with different stakeholders.
- Ability to work in a collaborative team environment.
- Strong time management skills and ability to prioritize tasks.
- Basic understanding of document formatting and labelling standards.
- Familiarity with document control procedures and best practices.
- Problem-solving skills to address document-related challenges.
- High level of integrity and discretion when handling confidential information.
If you are a detail-oriented and proactive individual with a passion for maintaining accurate document records and facilitating communication, we encourage you to apply with your updated resume and a cover letter detailing your relevant experience and skills.