AESG Job Title

Overview

Job Purpose

• Ensure project or company documents are filed/stored correctly and easily accessible to concerned parties.
• Record project documentation and review when required.
• Control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or relevant departments.

Qualification / Experience

• Relevant academic and professional qualifications to carry out the role.
• Minimum Degree Level or equivalent, ideally a BSc / BA / BE or equivalent degree related to the area of expertise.
• Minimum 5 years of experience in a related field.

General Expectancy

• Moderate experience and proficiency in multiple competencies.
• Capable of handling tasks with supervision.

Responsibilities

• Register all incoming and outgoing correspondence, drawings, method statements, test sheets, MoMs, and technical submittals via the project’s online portal (Aconex / BIM 360 / Procore).
• Maintain accurate and up-to-date document registers, including drawing registers, submission logs, and commissioning document trackers.
• Ensure proper stamping, coding, and filing of all incoming and outgoing documentation before circulation to the Project Manager and Commissioning Team.
• Control, track, and issue all project documentation—including correspondence, reports, drawings, submittals, and commissioning records—from the client, main contractor, and subcontractors.
• Log, track, and follow up on all commissioning-related submissions (method statements, pre-commissioning checklists, test packs, ELV loop sheets, cause-and-effect matrices, FAT/SAT reports, etc.).
• Support the Commissioning Management team by maintaining T&C trackers (method statement status, test sheet status, lookahead support documents, weekly evidence folders).
• Update and maintain the commissioning platform (e.g., CxAlloy or similar) with test sheets, checklists, comments, evidence, and status updates.
• Ensure all commissioning documentation follows the correct workflow and revision-control process.
• Assist in compiling system-level commissioning handover folders and ensure all required evidence is collected and properly filed.
• Coordinate with the main contractor, subcontractors, consultants, and OEMs to ensure smooth document workflow and timely closeout of submissions.
• Follow up on all open items and overdue submissions to ensure status changes from “open” to “closed” efficiently.
• Update drawings and documents in accordance with the latest revisions and project registers.
• Implement and maintain consistent electronic and hard-copy filing systems aligned with the PQP and ISO/QSE procedures.
• Maintain all project files to ensure they are organised, accessible, and up to date.
• Archive all project and contract documentation as required for project closeout and audits.
• Assist with the preparation and circulation of meeting minutes, reports, and administrative documents related to commissioning and project management.
• Support the team with data entry, document formatting, and record updates.
• Perform additional duties as assigned from time to time to support overall project needs.

Competencies

• Leadership / Management skills
• Taking initiative, learning from mentors, and demonstrating a strong work ethic
• .

• Communication / Collaboration

• Technical Knowledge / Expertise

• Creativity / Innovation

• Client Focus / Relationship Building

• Strategic Vision / Planning