Document Control Executive
7 months ago
JLL supports the Whole You, personally and professionally.
Document Control Executive
Work Dynamics
**What this job involves**:
Organizing Document Control and Management of documents of Corporate Services A Document Controller is responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments. Have an easy and accessible physical and soft copy of document control setup that will enable a person to trace the required document with ease at any point of time.
**Prioritising the document control needs**:
Strategic planning, implementation and maintaining the overall document control responsibilities. Manage the document control room. Understand the current format / methodology and client specific process of document management. Organize the pending documents in the format required which aligns to client standards and as per the client’s document management process. Be the point of contact and owner for handling and management of all the documents requested by and issued to client and other owners.
Manage all flows of documents either in electronic form or on paper. Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving) as per client standards. Maintain and manage electronic and hard copy documents as required, Plan a soft copy documentation management/method meeting client IT security requirement.
Process incoming documentation (Internal distribution, archiving), Process outgoing documentation (transmit to Client and Suppliers/3rd parties), Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers) after Transmittal as and when needed. Ensure control and coordination of projects documentation and data, ensure all drawings/documentation are correctly identified, distributed and filed/stored.
General document control activities such as photocopying, scanning, analysis of supplier’s documents compliance with Project standards regarding numbering and all others aspect related to document quality. Assistance in the preparation, collation and issue of reports and registers as may be required
Communicate and liaise with client management, Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required.
Monitor technical documents review and approval in accordance with agreed schedule
Monitoring of documentation progress in cooperation with the project planner
Produce internal and external (Clients and Suppliers) over-due \ expiry reports.
Initiate reminder mails of documents expiry to the respective document owners prior to the expiry date.
Follow up on the return of the renewed documents and store them at the document room as per the process.
Ensuring the use of standardized forms and templates
Set-up Projects folders and facilitate Project communication process with regards to the projects documents.
Establish and maintain the Master Document Register in cooperation with the client and document owners
Coordinate daily work of the document control as per Doc Con Standard Operation Procedure & client Guidelines provided including information creation, receipt, storage & retrieval.
License and Permit Tracker Tool updating and maintaining tracker.
Provide periodical reports to client management on the progress of document control management.
Provide required documentation and respond to audit requirements in consultation with client document owners.
Coordinate with client site / regional document control and management program owners for any document management process updating, new process implementation, document management tool deployment etc.,
Strictly follow client Code of Conduct and Ethics compliance, and highlight risks if any in the form of a tracker that will be provided to client management on a monthly basis
Provide timely feedback to client management on progress and issues if any
On completion of the ongoing and immediate compliance needs, advice Intel teams on sustenance actions.
Conduct Document Control process and procedures trainings as and when needed.
Going above and beyond expectations
Client satisfaction is second nature to the person in charge. In this role, you’ll take on difficult issues and seek out opportunities to improve operations. You’ll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements.
Strong knowledge of property operations
Solid background in team management
Are you an adept leader with a proven track record in document management ? Are you capable of effectively rolling out improvement plans? Do you poss
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