Document Controller / Project Coordinator

Skills this role screens for

About the role

Key Responsibilities • Establish and maintain an organized project document-control system. • Maintain records of drawings, specifications, submittals, approvals, correspondence, reports and other project documents. • Control the receipt, distribution, revision and filing of drawings and technical documents. • Ensure site teams are working from the latest approved drawings and revisions. • Maintain document registers and track outstanding submissions/approvals. • Coordinate documentation between Project Managers, Site Engineers, QA/QC, Procurement, subcontractors, consultants and clients. • Prepare and maintain project correspondence, letters, transmittals and supporting documentation. • Coordinate meeting schedules, invitations and meeting arrangements. • Prepare meeting agendas where required and assist with Minutes of Meeting (MOM). • Maintain action trackers and follow up responsible parties on outstanding meeting actions. • Support the project team in preparing weekly/monthly progress documentation. • Maintain records of RFIs, material submittals, method statements, inspection requests, NCRs and approvals, where applicable. • Coordinate material requirements with the site and Procurement teams. • Prepare/coordinate material requests and purchase-related documentation. • Follow up material orders, delivery status and outstanding requirements. • Maintain records of material approvals, purchase requests, delivery notes and related documentation. • Maintain subcontractor documentation and project-related records. • Assist in maintaining snagging/de-snagging trackers and project completion documentation. • Support preparation of handover documents, warranties, certificates and close-out records. • Maintain both electronic and physical project files in an organized manner. • Ensure confidentiality and proper control of sensitive project information. • Provide general project administration and coordination support to the Project/Site Manager.