Document Controller / Draftsman
Saudi Arabian Mining Company - Ma’aden
مجموع سنوات الخبرة :10 years, 11 أشهر
Receives and issues documents under transmittal, externally and internally according to
document distribution matrix;
Ensures that all engineering documents are well checked and submitted on time prior to the
documents submission due date;
Ensures that all documents have no errors in filenames, revisions, submissions, etc before
submitting it to the recipient department/party to avoid confusion;
Ensures that controlled copies of latest approved documents and drawings are given to the
appropriate staff, contractors and suppliers as applicable;
Develops and maintains the projects department document control register;
Records and files all documentation between the projects department, contractors,
suppliers & Independent construction control consultants;
Allocates document numbers to internally prepared documents and incoming
documentation;
Maintains updated records of all approved documents and drawings in the Document
Archive and the File Server with easy traceability;
Maintains the files and control logs as required by the project procedures.
Responsible for controlling the numbering, filing, sorting, retrieval and archiving of electronically stored or hard copy documentation produced by technical teams, projects or departments in a timely, accurate and efficient manner.
Supports technical projects and departments
Receives, catalogues and stores hard copies and electronic copies of all technical drawings, reports and related information in an orderly manner, in line with policies and procedures
Allocates and controls the document numbering system for the project work
Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable
Responds in a timely manner to requests to retrieve information, information searches and general requests for support from project/department personnel
Accurately updates information as required
Archives documentation in line with company and statutory document retention requirements
Participates as part of the office-based emergency response team in the event of an emergency situation
Reports any breaches of safety procedures to supervision / management
Actively participates in and promotes company health and safety campaigns, policies and procedures, and ensures personal safety and that of colleagues at all time
Implement and maintain document control processes and procedures
• Develop and maintain the Document Management System
• Manage all flows of documents either in electronic form or on paper support
• Ensure Document Management accordingly to established procedures or standards
(documents numbering, formats, issuance, review, dispatch, recording and archiving)
• Maintain and manage electronic and hard copy documents as required
• Process incoming documentation (registration in the DMS, internal distribution, archiving)
• Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
• Makes sure that controlled copies of latest approved documents and drawings are
distributed internally and externally (Clients and Suppliers)
• Ensure control and coordination of projects documentation and data
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored
• General document control activities such as photocopying, scanning, analysis of suppliers
documents compliance with Project standards regarding numbering and all others aspect
related to document quality
• Assistance in the preparation collation and issue of reports and registers as may be required
• Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards,
systems, efficient flow of documentation, handover and close-out of Project activity to
ensure consistency in document control as required
• Monitoring of documentation progress in cooperation with the project planner
• Produce internal and external (Clients and Suppliers) over-due reports
• Ensuring the use of standardised forms and templates
• Set-up Projects folders and facilitate Project communication process
• Establish and maintain the Master Document Register in cooperation with the Project team
• Collate, produce and submit QA Documentation for Clients
Document Controllers are under the responsibility of Engineering Manager.
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