GIBB Engineering & Architecture: Lead Document Controller

Company GIBB Engineering & Architecture
Reference # #HR
Published 22/04/2021
Contract Type Contract
Location Kriel, Mpumalanga, South Africa
GIBB Mining is a multi-disciplinary engineering design and project management enterprise, specialising in innovative and sustainable techno-economic holistic solutions for mining projects, from concept stage to commissioning and handover. Here you will find an environment conducive to helping you make the most of your abilities and skills. This subsidiary of GIBB Group is looking for another talented professional to complement their team, in the form of a Lead Document Controller. We welcome your application if you believe you meet the requirements for this position.

Job Functions Administration,Construction
Industries Construction,Mining
The successful candidate will be responsible for/should possess the following:

Ensure all project documentation is correctly numbered and recorded as per approved numbering procedure
Ensure that drawing numbers are allocated and registered
Ensure project documents / drawings are released and distributed under cover of a Transmittal Note
Ensure audit trail exists for all project documentation / drawings
Prepare Document Control reports
Ensure that all Incoming and Outgoing project documentation is controlled and recorded
Ensure that documents for Internal squad-check and External review are issued and recorded
Ensure that all documents are correctly filed
Provide support to all Project participants in adhering to the Document Control procedure
Ensure that Administrative tasks including filing, copying, etc. are executed as required
Liaise with contractors (i.e. their appointed person for handling documentation ) on day-to-day Document Control related issues and provide focal point for contractor Document Control related queries
Prepare all Engineering, Procurement, Construction and Management documentation for archiving
Set up and maintain Distribution Matrix
Maintain confidentiality of documentation
Manage the electronic sharing and/or transfer of documents and data to Internal and External Clients
Any other Document Control related task as delegated by the Project Controls Manager / Project Manager
Prepare list of duties and schedules for the driver and manage accordingly
Supervise and ensure the stationary control procedures are being adhered to and are functioning properly
Ensure that all stationery, binding and printing is captured for billing purposes
Ensure that the project asset register is maintained and updated regularly

Key Performance Areas

Accurate and up to date capturing and filing of all project documentation per approved project filing structure
Generate accurate document audit trail reports
Accuracy of documentation description and storage on e-filing system
Accountable for location of documents at all times
Generation and management of project documentation templates
Training of project team members in the correct use of the e-filing system
Monitoring of deviations from the e-filing procedure and taking timely corrective action
Maintenance of project asset register

Job Requirements:

Matric / Grade 12 / Tertiary qualification

10 years’ experience in electronic document management systems within an EPCM project management environment with at least two major construction contracts completed from inception to commissioning and handover

MS Office package, SharePoint / Project Wise / other e-document repository system, project document filing system / structure, project documentation handover to client process

Reports to: Project Controls Manager / Project Manager
Immediate Subordinates: Assistant document controller / Driver
Liaises with: All Project team members, Client representatives, Suppliers, Contractors

Job Closing Date 05/05/2021