Key ResponsibilitiesDocument Management

• Create, manage, and maintain document lists, logs, and filing systems (digital and/or physical).

• Ensure proper document classification, coding, indexing, and version control.

• Track document revisions and ensure staff are using the latest versions.

Quality & Compliance

• Ensure documents comply with company standards, industry guidelines, and regulatory requirements.

• Review documents for accuracy, formatting, and consistency.

• Support audits by preparing and providing required documentation.

Process Coordination

• Receive, register, distribute, and archive documents according to established procedures.

• Manage incoming and outgoing documentation from clients, vendors, and contractors.

• Coordinate document workflows and approval processes.

System Administration

• Maintain and update Document Management Systems (DMS) such as SharePoint, Aconex, Procore, EDMS, or similar tools.

• Troubleshoot basic issues and support staff in using document control tools.

• Generate status reports, document registers, and workflow logs.

Communication & Support

• Serve as the point of contact for all document control queries.

• Train employees on document control procedures and usage of DMS.

• Liaise with internal teams, clients, contractors, and regulatory bodies when needed.

Qualifications

• High school diploma required; associate or bachelor’s degree preferred.

• Experience with document control or administrative roles.

• Proficiency in MS Office (Word, Excel, Outlook) and document management software.

• Strong organizational skills with attention to detail.

• Ability to manage multiple tasks and meet deadlines.

• Knowledge of industry standards (ISO 9001, quality documentation, etc.) is an advantage.

Key Skills

• Document management & version control

• Attention to detail

• Time management & prioritization

• Data entry accuracy

• Communication & teamwork

• Confidentiality and information security

• Knowledge of document workflows and approval processes