Document Controller at Jagal Group

Job ID: 643
Reporting to: Manager-Information

Purpose/Role

• Provide an organized exchange of documents with co-workers, clients, or vendors.
• Perform equal parts of database management, administrative support and quality assurance tasks.
• Manage all project documents and records
• Manage document/drawing reviews and approvals, including change requests and updates ensure end users are using the correct version
• Ensure that documents are complete, accurate and in compliance with Gulf procedures
• Circulate new documents and related change notices for approval by all stakeholders.
• Ensure that obsolete/ supersede documents/drawings are effectively collected and destroyed

Key aims and objectives

• Develop a document control system to improve productivity and enhance client relationship/satisfaction.
• Assist the project teams with document management
• Ensure version control and efficient distribution to project staff

Prime Responsibilities and Duties

• Responsible for controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation produced by project teams and departments in a timely, accurate and efficient manner.
• Responsible for the validation of documents to ensure version control, approvals and distribution
• Sending, receiving, distributing and tracking documents.
• Accuracy checks and recording of data about documents and their storage.
• Monitor deadlines, audit information, research and answer queries
• Maintain document control registers / documents for incoming and outgoing project documents.
• Production of status reports for weekly / monthly meetings
• Develop and maintain a document transmittal process
• Respond to queries regarding revision status of issued drawings/documents
• Follow and update document control procedures when necessary
• Scanning, creation of CD’s and files manipulation.
• Assure document quality to include completeness, accuracy and compliance with Gulf procedures
• Filing and archiving of documentation to facilitate easy retrieval at a later date.
• Auditing
• Manage the document/drawing review process, Internal and External.
• Archiving data for historical purposes.
• Perform regular audit on Gulf documents in order to ensure that all documents are properly submitted to other units of the department(s).
• Effectively follow the company’s standard operating procedure in submissions of documents.
• Edit documents that have typographic errors and other types of errors that may lead to the disqualification of a document.
• Ensuring that all files submitted are approved

Other duties:

• Any other duties as may be assigned.

Key interfaces:

• Project Managers
• Construction Managers
• Commercial Department
• Technical Department
• Plant Department
• Nigerdock Nigeria Plc and her Clients
• Sub-Contractors
• Suppliers

Job Requirements
The Person:

• A minimum of 5 years experience. Must have a good sound knowledge and experience of EDMS.
• Bachelors degree/ Higher National Diploma in Social Sciences/Arts
• Familiar with following standards will be an added advantage
• ISO 9001:2008 Quality management systems - document control requirements
• ISO 2709 Information and documentation - Format for information exchange,
• ISO 15489 Information and documentation - Records management
• ISO 23950 Information and documentation - Information retrieval (Z39.50) - Application service definition and protocol specification
• ISO 10244 Document management - Business process base lining and analysis
• ISO 32000 Document management - Portable document format