Position Overview

Review, process, handle, inspect and supervise the intake, issuance, management, filing, and storage of company documents for commercial, industrial, petrochemical, or energy projects. The position is full-time with benefits and will be assigned on-site at the client facility.

Responsibilities and Duties

  • Handling intake, scanning, verification, issuance and storing documents.
  • Filing and archiving relevant documentation.
  • Retrieving files for other employees and contractors when needed.
  • Designing templates for documents, file types, and document databases.
  • Develop and maintain a filing structure for all relevant project documents per discipline, contractor, or authorities.
  • Checking and editing documents for accuracy and compliance.
  • Controlling the flow of documents in and out of the various contractors, vendors, or departments.
  • Reporting errors or developments regarding document storage.
  • Maintaining the security of confidential documents.
  • Ensuring the secure destruction and disposal of sensitive documents.
  • Updating and maintaining document management systems and physical records.
  • Training of other staff members on document control procedures.
  • Prepare and participate in audits related to project document control.
  • Handle resource planning across the procedural documents team and assignment of work to ensure documents are processed in a timely manner.
  • Assisting employees with accessing documents through our document management system
  • Direct or coordinate the document distribution to ensure compliance with contractual requirements standard practice, or project needs.
  • Prepare transmittal forms when distributing documents and maintain file of signed transmittal forms.
  • Prepare various reports as needed (e.g. document review status) and provide input to progress report and time schedule.
  • Follow up of the document review process with regard to progress achievements and critical paths as applicable. Control and monitor deadlines to ensure schedule milestones.
  • Assist and provide input to mechanical completion monitoring system to ensure completeness of individual engineering and construction steps.
  • Receiving as-built documentation of construction contractor and integrate into overall filing structure.
  • Assist QA/QC department in structuring and filing of QC document packages for handover.
  • Always present a professional image to clients and vendors and maintain a positive reputation for the company.
  • Work with a multi-disciplined team to organize, initiate and develop the work execution of Capital Projects.
  • Follow all relevant company policies and procedures.
  • Assists other departments and other administrative personnel, as necessary.
  • Perform other tasks as assigned.

Education, Experience, and Training

  • Bachelor’s degree in business administration, library management, or computer science is required.
  • Minimum of 6 years, experience in EPC of mega projects and administration experience in the industry is required.
  • Knowledgeable in the establishment and application of document management systems, processes, and software tools.
  • Excellent technical and practical skills and able to consistently deliver quality, accurate and timely work.


Knowledge, Skills, and Abilities

  • Able to make tough decisions and lead and manage others in changing business conditions.
  • Excellent people management skills such as leadership, team, interpersonal, coaching, mentoring, and supervisory skills. Must be able to build, motivate, develop, and manage an effective team.
  • Excellent management skills including the ability to plan, set goals; and manage time, priorities, resources, accountabilities, schedules, and cost.
  • A person of integrity who is trusted by others and consistently honors their commitments.
  • Able to identify issues, problems, and opportunities; make timely decisions; develop appropriate and innovative solutions; and ask for assistance if required.
  • Excellent verbal and written communication skills, including the ability to convey information and ideas to individuals and groups, and make presentations when required.
  • Competent with applicable document management systems, regulations, and procedures.
  • Ability to communicate effectively with a variety of individuals including employees, management, and other levels of company employees, on both a one-to-one basis as well as in small groups.
  • Able to earn trust/respect and build relationships at all levels. Desires to grow with & support the organization’s mission.
  • Ability to use general authority to make decisions that affect departmental or technical operations.
  • Ability to work in a fast paced, high-stress environment.
  • Provide attention to detail and ability to produce results.
  • Ability to interact with team members and meet strict deadlines.
  • Strong verbal and written communication skills.
  • Ability to use personal computer software for word processing, spreadsheet, and database applications.
Upload your CV/resume or any other relevant file. Max. file size: 8 MB.