Junior Document Controller

Manage the preparation, receipt, issue and storage of project documentation, exclusive of all pure daily financial matters, using a variety of methods including web based collaboration tools.

3. To ensure the correct hard and soft copy filing of all documents sent and received from external parties involved in the project.

Key Responsibilities:

Document Control

Adhering to agreed document control procedures and policies

Administer controlled documentation systems including change and release activities, incorporating textual changes, routing for approval, and distribution of approved documents.

Maintain original document file (where possible).

Maintain quality control measures within the EDMS function for incoming, outgoing and the distribution of documentation.

Maintain incoming/ outgoing register

Apply numbering convention and templates

Management of private and confidential information

Reduce time and effort required by management to manage documentation.

Maintain archive data register. File original data pack in archive. File all documents in EDMS which includes (a) electronically (b) hard copies (c) CDs. Assist in retrieving documents as and when required.

Document Administration Review, Implementation and Maintenance

Effective and timeous distribution of documentation to external stakeholders.

Linking and tracking of all related documentation for effective retrieval and project history.

Process documents for transmittal process for project documents.

Ensure transmittals in the EDMS are created for each document distributed.

Effectively retain signed transmittals as proof of delivery

Expedite and maintain acknowledgements to transmittals.

Expedite responses to transmittals sent for review/comment.

Manage the electronic and hard copy filing of project related technical documentation

Assure document quality to include completeness, accuracy and compliance with

established procedures and updates.

Filing and archiving of documentation to facilitate easy retrieval at a later date.

Ensure the complete processing of all documentation (capturing, classification, allocation,

Tracking and closing) from receipt up to filing of the hard copy.

Departmental filing.

Printing of correspondence.

Any ad hoc duties when required or requested.

Formal Qualification (s):

Matric or equivalent is essential.

Formal qualification (advantageous)

Experience:

1 2 years document control experience

1 2 years administration experience

eB knowledge (advantageous)

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