Document Management Specialist
6 days ago
We are seeking a highly organized and detail-oriented Document Management Specialist to join our team at People Group. As a key member of our team, you will be responsible for ensuring the smooth operation of our document management systems.
Key Responsibilities- Project Guidelines and Procedures
- Thoroughly review all project guidelines and procedures related to document management.
- Ensure a solid understanding of the guidelines to enforce adherence and provide accurate guidance.
- Process Adherence and Compliance
- Monitor the team's and subcontractors' compliance with project processes and procedures.
- Offer guidance and corrective measures when deviations occur.
- Work Package Assignment
- Assign documents to appropriate work packages as per the guidelines.
- Ensure compliance with subcontractor viewing restrictions during this process.
- Quality Assurance Checks
- Perform QA checks on all incoming information.
- Process the information according to established procedures.
- Document Transmittals
- Ensure all drawings and documents published on the system are linked to a document transmittal.
- Prepare document transmittals for all information issued.
- Drawing and Document Management
- Download all drawings and documents for daily file updates and physical filing/hanging.
- Maintain and update various project schedules and registers, including:
- Technical Submission Schedule
- Method Statement Schedules
- RFI Register
- Comment Schedules
- Drawing Register
- Filing and Document Management
- Manage both electronic and hard copy filing systems for project documents.
- Document QA and Comment Scheduling
- Review and schedule document QA checks and comments.
- Plan Reviews
- Review the Master Information Delivery Plan (MIDP) and Task Information Delivery Plans (TIDP).
- Ensure these plans align with the actual information in the document management system.
- RAMS Comments and Status
- Issue comments and statuses for Risk Assessment Method Statements on the document management system.
- Document Filing System Maintenance
- Maintain the company's electronic and paper-based drawing and document filing system.
- Document Archiving
- Archive documents systematically for easy retrieval and reference.
- Project Coordination
- Undertake project coordination tasks and ad-hoc assignments as required.
- Attention to Detail
- A high level of accuracy in document management and QA processes.
- Organizational Skills
- Efficiently manage and update various project registers and schedules.
- Communication Skills
- Effectively communicate guidelines, corrections, and statuses.
- Technical Proficiency
- Competence in using document management systems.
- Training Aptitude
- Willingness to attend and learn from training sessions.
- Professionalism
- Maintain a professional demeanor and presentation.
People Group is an equal opportunity employer. We embrace diversity and are committed to promoting an inclusive environment for both our clients and employees.
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