Document Control Manager

1 week ago

Riyadh, Ar Riyāḑ, Saudi Arabia ILF Consulting Engineers Saudi Arabia Full time

As a Document Control Manager at ILF, you will be responsible for overseeing the organization and management of all company documents, ensuring accuracy, accessibility, and compliance with regulatory standards.
You will play a crucial role in maintaining the integrity of our documentation processes and supporting the efficient operation of our business.

Document Control Major Tasks ( 30% of worktime):

  • Creating, implementing and updating document management procedures, including coding/numbering project documentation and documentation workflows within the company/with clients/subcontractors, according to project and company requirements,
  • Ensuring that all documents are properly named, numbered, and classified according to the company's standards and procedures,
  • Creating and managing documentation control registers,
  • Creating and updating distribution matrixes,
  • Managing distribution and access of documents to internal and external parties,
  • Administrating of the technical documentation database,
  • Distributing received documentation, between relevant discipline engineers, in order to carry out design reviews,
  • Submitting documentation to the Clients along with transmittals,
  • Supervising proper flow of information, correspondence and documentation,
  • Maintaining order in catalogs with project documentation,
  • Supporting project managers in document management and reporting documentation progress,
  • Controlling quality of documentation created by the project team and/or documentation received from the Client,
  • Ensuring accuracy and completeness when reviewing and processing documents,
  • Maintaining document version control and tracking revisions,
  • Daling with document discrepancies, errors, or conflicts,
  • Archiving of correspondence and project documentation,
  • Daily collaboration with other departments and stakeholders to gather required documents and information, expediting where needed,
  • Protecting confidential or sensitive information,
  • Setting up and maintaining project dedicated EDMS,
  • Coping with high-volume or urgent document requests,
  • Handling conflicting priorities and tight deadlines when managing multiple documents,
  • Collaborating with other document controllers or document management teams,
  • Observing latest trends, developments, or regulations in document control,
  • Providing required trainings for other document controllers on document management principles and company standards,
  • Providing required trainings for project teams on document management systems,
  • Implementing any process improvements or efficiency measures,
  • Attending related meetings with Clients,
  • Preparing project templates,
  • Filing hard copies, when necessary.

SharePoint Online/Oracle Aconex Administration Major Tasks (ca. 70% of worktime):

  • Providing front-end administration and development in SharePoint Online/Aconex EDMS/CDE systems, to include document management, automated workflows, collaboration, messaging, and content management,
  • Developing custom views, lists, and libraries and integrate enterprise content with SharePoint Online/Aconex EDMS/CDE systems to include content formatting, personalization, workflow and restricting access to content,
  • User management, permissions management,
  • Setting up and customizing project related EDMS,
  • Supporting development of company's EDMS project templates,
  • Preparing and managing written and oral work instructions/trainings/communications to project teams and customers,
  • Monitoring and responding to support help tickets,
  • Supporting users, answering questions of end users and providing guidance in the use of applications, when required,
  • Configuring the company's SharePoint Online/Aconex systems to specified requirements,
  • Providing trainings on SharePoint Online/Aconex EDMS/CDE systems to project teams and customers,
  • Troubleshooting software issues together with IT team,
  • Collecting detailed user and technical requirements.

Requirements:

  • 7-10 years of experience in document control and document management systems, in engineering field as an advantage,
  • Fluency in spoken and written English, Arabic as an advantage,
  • Bachelor's degree in computer science, business administration or technology, engineering as an advantage,
  • Advanced knowledge of SharePoint Online and Oracle Aconex,
  • Advanced knowledge of MS 365 package (Outlook, Teams, Word, Excel, PowerPoint....),
  • Basic knowledge of AutoCAD as an advantage,
  • Very good understanding of document control best practices,
  • Excellent self-organization of work, including regularity, accuracy and reliability,
  • Excellent communication skills,
  • Analytical skills,
  • Attention to details,
  • Willingness to continuous learning and development of professional skills and knowledge,
  • Ability to work in dynamic team and environment,
  • Project management experience, knowledge and skills as an advantage.

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