Specialist - Document Control

Job Description

Responsibilities

• Specialized in Electronic Document Management Systems.
• Software/System evaluation provided strategic guidance on procurement decisions.
• Meeting with the Project team/management/IT for the EDMS system structure.
• System/user acceptance testing and advice best practices.
• Installing, Configuring, Administering, and Managing EDMS System.
• System implementation/Go Live support.
• System training for all the stakeholders.
• Standardizing Policies and Procedures, Document Process Flow, Document Numbering System.
• Periodic review of EDMS system, and process/procedures/workflows.
• Close coordination with the project team for the document approvals and confirm that site teams are working with the latest approved documents/latest information.
• Data/Records Management, Retention Management, Project folder structure, and Achieve Project/Program Documents.
• Conduct periodic audits of project files for compliance with documentation.
• Lead the Document Control Department.
• Initiate the KPIs for the DC team.
• Conduct the DC’s Team appraisals.
• Develop & Maintain Document Management Process & Procedures to ensure an adequate Document Control System is in place.
• Revise procedures as the process change.
• Attend the project kickoff meeting to highlight the DC role and the EDMS system progression.
• Deliver an orientation for the document control policies and procedure to all onboard contractors/consultants
• Form and update the (DDM) Document Distribution Matrix.
• Setup new Projects and Contracts on the EDMS System.
• Create & Manage System user accounts, access permissions, and user groups with the support of IT.
• In IT tasks, playing a key role in data migration from one to another system.
• EDMS admin/technical support.
• EDMS users’ training.
• Develop and Maintain System Online Training Materials including Video Tutorials.
• Report any major issues to the EDMS technical support team via the “WAO-Work As One” portal for a solution.
• Assist business owners & IT to bring new business requirements to EDMS.
• Enhance the EDMS system by providing suggestions/ideas for any process improvement or gaps identified.
• Continuously provide support to the EDMS technical team and IT for system upgrades.
• Contribute to developing the business process forms and its process for the ETS departments within the EDMS.
• Modify existing and create a new dashboard and summary reports in EDMS.
• Prepare and issue periodic project reports for the ETS Management documentation and submitting to the management for their review and highlighting of any overdue action and issues.
• Provide comprehensive administrative support to functional departments and projects team.
• Ensure the document control system meets the OGSM requirement (Objectives, Goals, Strategies, and Measures).
• Responsible for EDMS and Document Management Orientation for newly awarded contracts to contractors and consultants.
• Establishing Communication with the Contractor / Consultant Document Controller at beginning of the Project and sharing the Project Documentation numbering procedure and all the standard project document templates

University Bachelor’s Degree Holder