Deputy Manager Document Control & Digitalization
Al Hamra Real Estate Development LLC
Total years of experience :17 years, 6 Months
Duties & Responsibilities: -
Assessing and improving the current Archive and Records Management Strategy, maintaining appropriate organization records collection protocol.
Lead in the creation and development of the company Archive, in line with existing company archive principles and operational objectives.
Work with the department head and departments to identify missing records and archive information, priorities data gathering and undertake the data gathering process, identifying and capturing data and image.
Lead the creation of a digital catalogue using Archives Space software. Ongoing filing and cataloguing of records and archive material.
Updating company handbook, archival policies & SOP in line with newly adopted standards.
Coordinate and oversee internal and external use of organizational records and the archive to support the understanding, measurement, articulation and communication of companies, historical and present, value and impact for artists and the wider community.
Administer necessary contracts, liaising with the Co-Director on the amendment or development of additional agreements as required.
Co-ordinate the process for granting access to the archive by external researchers, logging all requests and access on an archive monitoring form.
Be responsible for the administration and coordination of all activities relating to the archive and the implementation of the records and archive strategy.
Coordinate project management activities, resources, equipment and information
Follow up on obtaining quotes from different contractors, analysing and assisting the QS and PM in negotiation.
Monitor day to day progress at site and ensure each milestone is achieved as per approved work schedule.
Project handover to facilities/maintenance department along with close-out documents
Act as the point of contact and communicate project status to all participants & work with the Head of Projects to eliminate blockers.
Visit project sites to evaluate progress as per schedule.
Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
Liaise with Accounts department and consultants/contractors for the payment. Updating the same to contractors/consultants when their inquire.
Acquiring approval from HOD and CEO for VO’S, CCF’s for various projects and circulation them for actions to AHRED purchase/Sites In-charge and maintaining record.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Scanning in all relevant new documents
• Generate the various document control reports as required.
• Typing of site documents, and follow up of all the site needs
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy trace-ability.
• Typing a wide variety of correspondence, notes, memos, drafts, charts, graphs etc,
• Updating all type of logs
• Schedule Appointments, Meetings and use of conference room.
• Coordinating and participating in the work of office support.
• Filing the Documents is in the systematic way.
• Maintaining a tracking facility to enable documents to be updated easily
• Checking dispatch documents are accurate
• Scanning in all relevant new documents
• Presentation and filing of documents and drawings
• Responsible for maintaining hard copy information
• Issuing and distributing controlled copies and information
• Ensure all documents are as up to date as possible within
Electronic filing systems
• Schedule Appointments, Meetings and use of conference room.
• Typing a wide variety of correspondence, notes, memos, drafts, charts, graphs etc,
• Coordinating and participating in the work of office support.
• Filing the Documents is in the systematic way.