Document Controller

Full time at Mirage in UAE

Posted on January 28, 2025

Job details

Receive, maintain and register all incoming correspondence, outgoing correspondence, submittals, drawings and project related documents in the respective registers
Maintain and update all project logs and provide the required information for preparation of reports
Maintain project filing system as per the Project requirements and implement an effective document filing and retrieval system
Assist in the preparation of all outgoing correspondence including but not limited to letters, internal memos, reports, submittals etc., dispatch, circulate and filing
Assist in the preparation of all project minutes of meetings, dispatch, circulate and filing
Assist in the follow up of all correspondence outstanding with the site supervision team and issue necessary reminders on status
Assist in the follow up of all submittals outstanding with the site supervision team and issue necessary reminders on overdue submittals
Liaise with site supervision staff and collate data to assist in the preparation of all reports
Assist in the preparation of all project related QA documents, maintain, update logs and provide the required information for the preparation of reports
Receive, maintain and log all project related electronic mail and documents
Maintain and update the project site notice board with pinups, certificates, policy statements distributed to the project site offices
Maintain log and update Record Copy and Coordination Copy of all project related contract documents, construction issue drawings, specification, documents, submittals etc.
Prepare copies and return back to Contractor & Client all submittals reviewed and returned
Affix the necessary stamp on the Record Copy and Coordination Copy and file accordingly to all submittals reviewed and returned
File all submittals according to the PQP filing system
Label all files according to the PQP filing system
Prepare weekly/monthly reports on all the outstanding submittals and forward to RE/Project Team
Maintain backup soft copies of the project documentation on daily/weekly/monthly basis
Identify potential safety concerns within the site office and inform RE/Site HSE
At project close-out complete the archiving / e-archiving of all documents and maintain such records
Liaise with the SOD issues related to staff time sheets, project specific stamps, letter heads, staff leave applications and various administrative activities related to the site staff in conjunction with the RE

Side Tasks:

Assist RE in the day to day administrative duties to ensure compliance with the quality management systems, procedures and project quality plan
Assist/support the site team and the respective RE with the implementation of quality management systems
Assist the site team in the external and internal audits to ensure the effective implementation of quality management systems/HSE management systems and work with the site team for resolution of non-conformance issues and maintain registers
Liaise with the project supervision team, coordinate and resolve any issues pertaining to Document Control
Liaise with Client's Secretary for any changes in staff, e-mail addresses, fax numbers, telephone numbers etc. and update records accordingly
Liaise with the Client's Secretary to ensure prompt delivery of any project specific documents, correspondence etc.
Maintain a comprehensive project communication and document control system in compliance with the quality management systems, procedures and project quality plan
Provide administrative support to the RE in the effective functioning of the project site office
Identify any particular safety issues within the site office and bring to notice of the Site HSE/RE

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Mirage

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