Document Controller Associate SMP
Full time
at NEOM
in
Saudi Arabia
Posted on February 24, 2025
Job details
***Clarification on SMP Contract: It is Supplementary Manpower service contract job in which prospective applicants are interviewed and salary determined by NEOM interview panel; and being employed under the payroll of SMP Contract (SMP Vendor). Successfully mobilized candidates would be under the visa sponsorship of SMP Vendor Company/Contract. ROLE OVERVIEW The Sustainability Division within the NEOM Environment Department is searching for a dynamic Document Controller Associate to join the NEOM Sustainability Team. This is an exciting and unique opportunity for an experienced career professional with highly developed technical knowledge and project management skills. The NEOM giga-project aims to be the most environmentally conscious and sustainable development project on the planet. The purpose of this role is to:
- Use internal technical filtering processes as well as standard Electronic Document Management System (EDMS) to register, control, distribute, transmit and archive project records.
- Process a high volume of supplier and/or project documentation.
- Develop and support the implementation of the records systems.
- Communicate with Proponents Document Controller to ensure their understanding of our requirements.
- Work in team environment and provide training on Work process and tools.
- Should have excellent hold on Excel features, Excel Macro writing etc.
- Processing Project Records in native drawings formats (mainly MicroStation and AutoCAD drawings), signed PDF format, converted PDF format from native file, Word, Excel, PowerPoint etc.
- Technical Project experience to be able to carry out technical filtering of notifications.
- Distribution of Project Records from Aconex to desired destinations (Clients, Suppliers, Engineering & Procurement team, etc).
- Quick retrieval of Project Records from Aconex.
- Publishing document metadata, Accurate turnover of Project Records (both electronic as well as hard copy) as determined by the Project Management Team.
- Administrative tasks.
- Help build a positive culture for sustainability staff and sub-consultants engaged in the handling of documentation, and project deliverables.
- Contribute to positive culture for staff and teams, as required to develop and support the implementation of the NEOM Environment Strategy.
- Identify and proactively engage with key internal and external stakeholders across NEOM as required to achieve delivery of all related areas of documentation in delivery of the NEOM Environmental Strategy.
- Interfaces closely with the whole NEOM Environment Department to ensure appropriate, rigorous and timely assessment of NEOM development projects.
- Responsible for proactively engaging with planning and design teams on all documentation for infrastructure developments related environmental and sustainability issues.
- Coordinates the effective, high quality and timely interface between the Environment and other NEOM Departments in relation to document control for all built environment projects across NEOM.
- Manages the compliance review of the Sustainable masterplan or Building documentation in accordance with the NEOM RDMS and associated procedures.
- Guides master planners, building designers and sustainability specialists in the document control and associated processes for sustainability compliance of the NEOM masterplans and building designs.
- Drives the document control aspects of the implementation of best practice and innovative design.
- Monitors that sustainability issues are effectively implemented during the master planning, building design and construction process.
- Provides technical support and guidance related to document control and transmittals within NEOM Environment Department and to external stakeholders.
- Supports with the implementation of sustainability initiatives and educational programs.
- Document and transmittal support to each Stage Gate Review Team member.
- Day-to-day resource filtering and tracking, including assignment of Stage Gate / Stakeholder Reviews.
- Main POC for proponents/regions regarding queries relating to the Stage Gate Comments Resolution Sheet (CRS) for projects.
- Promoting a high-performance working environment embracing NEOM's values within the Stage Gate Review team.
- Provides guidance related to document management within NEOM and to external stakeholders.
- Interact with department stakeholders.
- Extensive collaboration and sharing of information with agreed internal and external stakeholders.
- Represent NEOM in relation to Sustainable Built Environment.
- Help build and manage a highly efficient and professional team.
- Help instill and maintain a high-performance culture of excellence, and continuous improvement.
- Manage and provide clear instructions to employees or projects, where necessary.
- Provide leadership to advance programs, practices, and performance.
- Set employee performance objectives, provide necessary support, appraise staff and provide regular feedback on performance.
- Good technical understanding of construction projects or other corporate process documentation.
- Good working knowledge of documents review process and interactions required with all related stakeholders.
- Proven track record managing movements and tracking of large numbers of documents among various teams.
- Proficiency in using Computers, and software such as MS-Excel, MS Access or any other Database Management Software is a pre-requisite.
- Excellent communication skills (oral and written).
- Strong aptitude for automation and eagerness to learn.
- Strong analytical skills to identify problems and work with Global Team / Vendor to determine, develop and implement solutions.
- Good interpersonal skills to provide daily user support.
- Ability to prioritize and flexibility to multi-task in a fluid environment.
- Ability to work independently with minimal supervision in challenging, dynamic work environment.
- 10 yrs minimum professional work experience in Document Management.
- Experience in EPC industry is desirable.
- Graduate in any discipline and Computer Literacy. Certification in Information and Documentation Management is desirable and would be an added advantage.
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