Description

The Document Controller is responsible for ensuring the proper management and organization of all project documentation, correspondence, and administrative tasks related to the project. This includes communication with internal teams and external stakeholders, meeting coordination, record-keeping, and office supplies management. The role ensures smooth project operations by maintaining accurate records and supporting the project team with day-to-day administrative functions.

Job Responsibilities

1. Communication and Liaison:

• Liaise effectively with the Resident Engineer, Engineers, site staff, and external contacts on behalf of the project office.
• Screen and manage incoming emails and telephone calls, action responses, and redirect correspondence when necessary.
• Serve as a key point of contact for communications between the project office and external stakeholders.

2. Meeting Coordination and Documentation:

• Coordinate and organize meetings, seminars, and events within the project office and with external clients.
• Assist with the preparation of presentations, agendas, and minutes for project-related meetings.
• Document and distribute meeting minutes and action items to ensure follow-up.

3. Administrative Support:

• Provide word processing, clerical support, photocopying, filing, and minute-taking duties related to the project.
• Maintain confidential project records and organize reports, correspondence, and related materials for easy retrieval.
• Perform secretarial, administrative, and organizing tasks, ensuring alignment with organizational policies.

4. Process Improvement and Record Management:

• Propose and implement improvements to internal processes and procedures to enhance office administration efficiency.
• Maintain computerized records of all service users referred to the project and ensure accurate record-keeping.
• Monitor and manage the flow of documents to and from the project, ensuring that all documents are filed and indexed appropriately.