AECOM Document Controller in Durban, South Africa

Business Line Program Management

Position Title Document Controller

South Africa - KwaZulu-Natal

Durban

Job Summary

The Document Controller provides a hands-on service in the monitoring, controlling and expediting of project deliverable documentation which may consist of Engineering, Contractor (Supplier), Construction and Procurement project documentation.

The Document Control shall be responsible for effectively managing the transfer of hard copy and electronic documentation internally and externally by using the project EDMS (Electronic Document Management System or other methods as may be required.

Duties and Responsibilities:

Manage and control all project related documentation as required by the project, these include but not limited to:

  • Provide feedback to the Document Control Lead relating to improvements to document control procedures as required.

  • Ensure that specified instructions for the preparation of documentation is understood and adhered to by all Project Participants.

  • Monitoring the use of the automated workflows and ensuring they are consistently operational performing as designed

  • Assist in suggesting new improvements where possible to benefit the Project

  • Ensure that the project teams have access to the latest revision of all Project Controlled documentation within the EDMS.

  • Produce Document Control progress reports weekly to establish any shortcoming within the system.

  • Provide accurate reporting to all project participants if and when required to do so.

  • Liaise with all clients internally and externally across the project on day-today document control issues.

  • Interface with the responsible persons in Engineering, Procurement and Construction department on documentation requirements so that there is conformity.

  • Manage hard copy and electronic transfer of documentation internally and externally by using the EDMS or any other methods as required by the project.

  • Utilize the EDMS for its purpose which includes storage, enquiries, searching, reporting, updating, distribution, transmitting, etc.

  • Allocate Project Drawing and Document numbers to deliverable documentation (Engineering and Contractor (Supplier) and other technical documentation in accordance with project procedures.

  • Process Design and Contractor (Supplier) documentation in accordance with the project procedure

  • Capture all data attributes correctly when registering documentation in the EDMS

  • Know where all project deliverable documentation is stored within the EDMS.

  • Ensure that all documentation is distributed under cover of a Transmittal at all times.

  • Ensure that administrative tasks such as filling, copying, scanning, printing, etc. are carried out as required in the

  • Document Control function.

  • Process and execute tasks timeously

  • Record client reference documentation.

  • Provide Tender and (or) Contract related documentation to Procurement and (or) Engineering personnel as per their specified requirements.

  • Provides hands-on support in the archiving and handover process.

  • Maintain confidentiality of documentation.

  • Attend project progress meetings if and when required.

Minimum Requirements

Experience:

  • 7 years project related experience

  • Minimum 10 years Document Control experience

  • Experience in using electronic document management system

Preferred Skills:

  • Computer literate - MS Office applications

  • Adobe Acrobat Professional

  • Electronic file management

  • Knowledge of the document management life cycle

  • Viewpoint for Projects (4Projects) EDMS experience is highly desirable

  • Personal attributes:

  • Attention to detail

  • Able to prioritise workload

  • Eager to learn

  • Willing to work long hours

  • Ability to use initiative

  • Must be a team player

  • Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities

Other Comments:

  • Valid driver's license

Preferred Qualifications

Matric - Grade 12.

Diploma or Degree will be an added advantage.

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

NOTICE TO THIRD PARTY AGENCIES:

Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.

Job Category Program and Project Management

Country South Africa

Position Status Part-Time

Requisition/Vacancy No. 156794BR