Document Controller

Job Summary

The Document Controller coordinates the flow of technical documents (requisitions, data books, drawings, specifications, calculations) between projects and proposal operations, engineering disciplines, and other related support groups internally and externally. Also assist in the office well being and compliance with AECOM standards.

Job Duties

• Establishing and maintaining a library of reference documents. Be aware of the various record keeping and reporting procedures of the company’s quality standards.
• Correlating information relating to projects and proposal records.
• Type, copy, distribute and file the project correspondence and meeting minutes.
• Assist in the preparation of the minutes of meetings with the project managers and directors.
• Assists in preparing a “mock up” for operations manuals (e.g., develops the index, binders, dividers, etc., and ensures timely printing and assembly) and/or job data books (pulls drawings and documents, develops index, cover sheet, dividers, etc., ensures timely reproduction and assembly).
• Arranges document cataloguing, packing, and long-term storage or disposal of appropriate engineering documents at time of project closeout.
• Prepares transmittals for engineering documents and requisitions.
• Establishes and maintains files and computerized indexes for active engineering documents. Generates electronic/hardcopy reports as needed by the project managers or directors.
• Maintains an established data distribution system and schedule for the assigned project based upon client, project, and supplier requirements.
• Office administration duties, office furniture, office well-being. maintenance requests, and materials orders, etc
• Maintain a list of office furniture and equipment together with a list of site offices work station equipment, and monitor them.
• Assist the office secretary in her/his duties to achieve office requirements and office demands, including coverage.
• Ensure a cohesive team work with the secretary and projects administrators and managers. Maintain excellent serviceability to the entire Environmental department team.
• Assist in arranging for social activities when requested by the Manager Environmental Engineering

Specific Skills Required

• Demonstrated proficiency with large-scale Document Control management software (ACONEX/ Prolog).
• Demonstrated proficiency with Microsoft Office suite of software products, e.g. Excel, Word, etc.
• Proven accuracy, reliability and completeness in job accomplishment.
• Demonstrated success on the job, as evidenced by satis­factory performance, acceptance of responsibility and growth in previous positions.
• Effective oral and written communication skills.
• Demonstrated experience with routine Document Control hardware and software, such as scanners, optical character recognition.
• Ability to compose reports and correspondence in English
• Familiar with MS Word, MS Powerpoint and Excel

Person Specification (Behavioural Attributes)

• Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
• Must be able to interface with a variety of people with different technical levels and educational backgrounds; must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a customer-service attitude.
• Must inculcate a “can-do” spirit to produce consistently accurate results at a fast pace.