Document Controls Specialist

QStaffers is currently hiring a Document Controls Specialist for one of our partners, a leader in the real estate field.

Responsibilities:

• Maintain and manage all project documents on-site in accordance with the department standards and procedures, such yet not limited to; tendering package, project breakdown briefs, construction drawings, operational manual, development briefs, claims etc., to ensure easy access and retrieval of quality and complete document sets.
• Update and receive the construction drawing sheets, ensuring incorporation of all related information and / or changes from corresponding stakeholders, this may include received submission dates, construction milestones, design alterations, cost estimations, Master Schedule changes etc.
• Ensure proper version control, including tracking revisions, maintaining up-to-date records, and archiving obsolete documents.
• Collaborate with the project team to assess all document-related requirements ensuring documents compliance with project specifications and company guidelines.
• Proactively flag any delays or missing documents to direct manager and ensure resolution of any discrepancies.
• Assemble the collating packs to be issued to the relevant stakeholders during project, kick-off, meetings with contractors, project managers, site engineers and project closure. Also responsible for obtaining meeting minutes of such meetings for archiving and future reference of decisions and next steps.
• Coordinate the flow of documents between the relevant stakeholders to facilitate the review and approval processes, track document status and ensure deadlines are met.
• Collaborate with various departments to ensure documentation is accessible and up to date.
• Maintain vendor and supplier communication documentation, including material samples, catalogs, and technical data sheets.
• Support internal and external audits by providing organized documentation and responding to any related queries.
• Contribute to process improvement by suggesting practical and innovative ideas, being adaptable and supportive of new methods, and staying updated on industry trends and best practices.
• Implement automated document workflows for submittals, RFIs, shop drawings, and approvals to reduce manual handling and turnaround time.
• Collect and maintain document registers and trackers to monitor document status, approvals, and overdue actions.

• Requirements:

Education:

• B.Sc. degree from any discipline, a Business Administration degree is an asset.

Experience :

• 2 - 5 years of experience in a similar role within the real estate or construction industry.
• Training in document control or archiving is a plus.

Skills:

• Proficient in Microsoft 365 Apps, Adobe, other document management software and web-based tools.
• Demonstrate excellent organizational skills.