Document Control Manager

JASARA PMC is looking for a dedicated and detail-oriented Program Administrator to support our project management team. In this role, you will be responsible for overseeing and coordinating the administrative functions of various projects and programs. As a Program Administrator, you will play a vital role in ensuring the smooth and efficient operation of our programs while maintaining compliance with company policies and procedures.

Responsibilities:

Assist in the development and implementation of program plans, schedules, and budgets
Coordinate program activities, meetings, and stakeholder communications
Prepare and maintain program documentation, reports, and presentations
Monitor and track program performance, including adhering to timelines and budgets
Provide administrative support to project managers and other team members as needed
Facilitate training and onboarding of new team members and stakeholders
Support the management of project-related resources and procurement activities
Identify and resolve administrative issues to support program objectives
Document Management and Organization
System Implementation: Develop, implement, and maintain document control systems and databases to track and store documents, ensuring they are organized and accessible.
Document Categorization: Categorize and classify documents according to type (e.g., technical, legal, operational) and relevance to projects or business functions.
Document Retrieval: Ensure quick and accurate retrieval of documents upon request by team members, clients, or stakeholders.
Version Control: Implement version control procedures to ensure that only the latest versions of documents are used, and previous versions are archived properly.
Document Preparation and Distribution
Document Creation and Review: Oversee the preparation of documents, ensuring they meet company standards, are properly formatted, and contain necessary information before being distributed.
Internal Distribution: Manage the distribution of documents internally to the appropriate teams and departments in a timely and secure manner.
External Distribution: Facilitate the delivery of documents to clients, contractors, or regulatory bodies as needed, ensuring that the correct versions are sent.
Record Keeping: Maintain an organized, up-to-date record of all documents that are distributed, reviewed, or signed off on.

Bachelor's degree in Business Administration, Project Management, or a related field
Minimum of 3 years of experience in program or project administration
Strong organizational and multitasking abilities
Excellent communication and interpersonal skills
Proficiency in Microsoft Office Suite and project management software
Ability to work independently and collaboratively with diverse teams
Attention to detail and a proactive approach to problem-solving
Knowledge of program management principles and practices is a plus
Experience in the construction or engineering industry is advantageous
Compliance and Standards
Regulatory Compliance: Ensure that document management practices comply with industry standards, regulations, and legal requirements (e.g., ISO, HIPAA, GDPR).
Audit Readiness: Maintain organized records to facilitate audits and ensure that all documents can be easily accessed during internal or external audits.
Document Control Procedures: Develop and enforce document control policies and procedures to ensure proper handling, storage, and destruction of documents.
Confidentiality: Implement and oversee procedures for securing confidential or sensitive documents to prevent unauthorized access.
Team Management and Leadership
Staff Supervision: Lead and supervise a team of document controllers, ensuring that tasks are being carried out according to the organization's requirements and timelines.
Training and Development: Provide training for new employees or existing team members on document management systems, policies, and best practices.
Performance Monitoring: Monitor team performance, set goals, and provide feedback to ensure high standards of document control are maintained across the team.
Cross-Department Collaboration: Collaborate with other departments (e.g., legal, engineering, operations) to ensure that all departments are following document control procedures.