Document Controller
4 days ago
The Document Controller will play a pivotal role in ensuring the smooth and efficient management of all project documentation. This position requires a highly organized and detail-oriented individual to support project teams by maintaining document control systems, ensuring compliance with standards, and facilitating seamless communication and collaboration across all stakeholders.
Responsibilities:
Document Management:
- Establish, maintain, and update the document control system for the project.
- Ensure all project documentation is accurate, well-organized, and up to date.
- Manage the registration, distribution, and archiving of project-related documents (e.g., contracts, drawings, specifications, meeting minutes).
Bid Management:
- Lead the preparation, coordination, and submission of proposals in response to RFPs, RFQs, and other tender requirements.
- Develop and manage bid strategies, timelines, and deliverables.
- Track proposal status.
Content Development:
- Draft, format, and edit proposal content, ensuring alignment with client requirements and company capabilities.
- Create compelling executive summaries and value propositions tailored to clients' needs.
Invoicing:
- Prepare invoices and issue them to clients.
Quality Assurance:
- Review and ensure accuracy, clarity, and compliance with RFP/RFQ guidelines.
- Maintain a library of reusable proposal templates, boilerplate content, and case studies for future use.
Compliance and Standards:
- Ensure documentation complies with project requirements, company standards, and industry best practices.
- Verify that all incoming and outgoing documents meet quality and compliance standards before distribution.
Coordination and Communication:
- Act as the central point of contact for document-related inquiries and communication among project stakeholders.
- Collaborate with project managers, engineers, and other team members to support their documentation needs.
Systems and Tools:
- Utilize document control software or tools such as Autodesk Construction Cloud and Google Drive platforms.
- Continuously improve document control processes and recommend software or system enhancements as needed.
Reporting and Tracking:
- Generate regular reports on document control activities, including status updates, missing documents, and compliance metrics.
- Maintain an accurate and traceable log of all documentation and revisions.
Support for Audits:
- Facilitate internal and external audits by providing documentation as requested.
- Ensure all records are properly stored and retrievable in accordance with project and legal requirements.
Associate
Employment TypeFull-time
Job FunctionAdministrative and Consulting
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