Key Responsibilities:

1. Document Management:

• Organize and maintain both physical and electronic project documentation, including drawings, contracts, permits, specifications, and correspondence.
• Ensure documents are filed and archived according to the company’s document control procedures.
• Track document versions and revisions to ensure accuracy and consistency across the project lifecycle.
• Distribute documents to relevant parties in a timely manner, ensuring all stakeholders have access to up-to-date information.

1. Document Control Systems:

• Utilize project management software and document control systems to track and store documents effectively.
• Manage and maintain an Electronic Document Management System (EDMS) such as Aconex, ensuring all documents are stored correctly.
• Provide support in the implementation and maintenance of document control systems across the project.

1. Compliance & Quality Control:

• Ensure that all documents comply with company standards, industry regulations, and quality control procedures.
• Perform regular document audits to ensure accuracy, completeness, and adherence to required formats.
• Monitor document retention and archiving schedules to meet both regulatory and company requirements.

1. Communication & Coordination:

• Act as the primary contact for document-related inquiries and requests.
• Coordinate with project managers, engineers, architects, subcontractors, and other team members to ensure that all necessary documentation is available and up-to-date.
• Ensure that all documents are submitted by subcontractors and vendors in a timely and compliant manner.

1. Reporting:

• Generate and maintain reports on document status, updates, and changes for stakeholders.
• Provide documentation support for project inspections, audits, and client reviews.

1. Document Retrieval & Access Control:

• Ensure efficient retrieval of documents for project teams while maintaining secure access controls for sensitive information.
• Provide guidance to project teams on document management best practices and protocols.

Skills

Qualifications:

• Bachelor’s degree in construction management, business administration, or a related field (preferred).
• Minimum of 10 years of experience in document control within the construction industry, with extensive experience using Aconex.
• Strong knowledge and practical experience with Electronic Document Management Systems (EDMS), specifically Aconex or similar platforms.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook), with advanced skills in managing documents and spreadsheets.
• Familiarity with construction terminology, processes, and regulations.
• Excellent organizational and communication skills with a keen eye for detail.

Skills and Abilities:

• Demonstrated expertise in managing large volumes of documents, including technical documents and drawings.
• Proven experience in managing document workflows, version control, and distribution processes.
• Ability to manage competing priorities and meet deadlines effectively.
• Strong problem-solving abilities and attention to detail in document tracking and control.
• Ability to work under pressure and maintain confidentiality when dealing with sensitive project documents.

Working Conditions:

• This position may require occasional overtime depending on project timelines and document volume.
• Work will be based in both an office environment and on construction sites, depending on the project phase.