Job Description

Operational

Maintains and ensures that all project records such as contract documents, quality records, invoices, baseline schedules, material submittal logs, etc. are identifiable, retrievable and secured against deterioration or loss, and distributed to the project team on a timely manner.

Studies contract documents and project specifications related to the document management system.

Assists Project Manager in establishing the project document distribution matrix.

Coordinates with Project Manager, QA/QC Manager, HSE Manager, and the Engineering team for developing and maintaining filing systems of the project and their relevant security levels as per the authorization matrix.

Maintains and controls document register and updates it regularly with all incoming and outgoing information.

Prepares outgoing document transmittals and ensures proper submission to the relevant parties with an official acknowledgement of receipt.

Distributes documents in a timely manner to the concerned persons in accordance with the distribution matrix as authorized by the Project Manager.

Ensures that all obsolete and superseded documents are clearly identified and logged in the register.

Ensures all project documents are properly maintained till defect liability and or the completion of contractual retention period or other contractual requirements and as per local laws to use for future references and to provide supports for financial/legal disputes.

Ensures all the Close-Out deliverables (test reports, operation and maintenance manual, as-built drawings, authorities approvals, etc.) hard and soft copies are available for final archiving purpose.

Facilitates the processes revisions, updates and keeps the related documents tracked, controlled and distributed to required personnel.