Document Management: Oversee the receipt, review, and distribution of incoming and outgoing documents (e.g., contracts, reports, manuals). Ensure documents are properly filed and stored, following company guidelines for electronic and physical records. Track document versions and ensure that the correct version is in circulation. Maintain a document control register/database for easy tracking of files.
Document Review and Distribution: Ensure that documents comply with legal, regulatory, and internal standards. Ensure proper distribution of documents to relevant departments and stakeholders. Organize document reviews and approval processes, ensuring all stakeholders are involved and deadlines are met.
Audit and Compliance: Assist in document audits to ensure compliance with internal and external standards. Support the development and implementation of document control policies and procedures. Monitor and ensure adherence to document control processes and procedures.
Collaboration: Collaborate with various teams to ensure smooth document flow and accurate information exchange. Work with project teams to manage project-specific documentation and ensure that all deliverables are tracked and controlled.
Digital Tools & Software Management: Utilize document management software to track, control, and store electronic documents (e.g., SharePoint, Documentum, Aconex, etc.). Provide training and guidance to staff on the correct use of document management systems.
