Document Controller – Aconex

The incumbent must possess a comprehensive understanding of the ACONEX Document Management System, including workflow management. Proficiency in Oracle Suite is desirable. Responsibilities encompass the comprehensive management of project documentation within designated project management tools, including documents, emails, and workflows. The incumbent will address document control inquiries from the Project Management Consultant (PMC), consultants, and contractors. The role entails overseeing the lifecycle of project documents, ensuring their creation, proper authorization, data accuracy, secure storage, and backup. Further duties include assisting with document management tasks such as scanning, copying, filing (both physically and electronically), organizing, and safeguarding documents. The incumbent will ensure that documentation is integrated into the master database/library and is retrievable as needed by the team. Implementing and maintaining a coordinated and consistent filing system, ensuring its currency and adherence to applicable Quality, Safety, and Environment (QSE) procedures, is crucial. This role also involves the control, tracking, and issuance of complete project documentation. The incumbent will coordinate with PMC teams and client project management, project controls, cost control, and procurement teams regarding project documents, pending workflows, and associated actions. The incumbent serves as the primary point of contact for project documents. They will manage incoming documents for archiving, determining appropriate key search string references to maintain data standardization through a consistent numbering system. Maintaining the confidentiality of sensitive documentation is paramount. The incumbent will follow up and coordinate with stakeholders to ensure the completeness of archived design, tender, contract, construction, and close-out documents. Coordination, support, and communication with consultant/project document controllers will be required as needed. The incumbent is responsible for verifying the completeness and correctness of all documents within the PMI system. They will prepare and generate reports for progress meetings and reporting, and as requested by the team. General administrative activities and support for the corporate team are also included. In the event of team member absence or annual leave, the incumbent will assume assigned duties as required.