Document Controller JOB

1. JOB DETAILS

Job Title: Document Controller

Sector Office of the Chairman

Department Executive Affairs

Section Executive Operations

2. JOB PURPOSE

To provide administrative support and carry out documentation activities for the Executive Operations function of the Executive Affairs Department of DCT.

3. KEY ACCOUNTABILITIES

Document Control Operations

• Effectively control all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.


• Prepare, operate and update Document Control Procedures in line with the DCT’s Document Management System.


• Ensure proper document control support is given to each project. Produce and maintain Document Progress Reports to Project Managers.


• Ensure all documentation provided is as per DCT quality formatting requirements, including correcting templates, fonts and style, pagination and numbering and other activities that may be required to achieve a client’s documentation requirements.


• Scan and copy documents, physically or electronically filing documents, organising documents, and ensuring documents are saved and safeguarded from theft or destruction. Adhere to a retention schedule and follow proper ways and times to destroy old documents.


• Create Document Control and correspondence folders for individual projects.


• Coordinate with the Correspondence and Admin Affairs Team, Consultants and contractors to ensure project progress status integration.


• Ensure all templates used with the department conform to the DCT standard.

Policies, Processes and Procedures

• Follow all Executive Affairs Department policies, processes, procedures and instructions so that work is carried out in a controlled and consistent manner.

Collaboration

• Collaborate with internal and external stakeholders on matters related to the Document Control area to facilitate flow of information and also to build awareness in those areas.

Day-to-Day Operations

• Follow the day-to-day operations set by the Line Manager in the Correspondence and Admin Affairs Unit to ensure continuity of work and the delivery of effectice and high quality outputs. 


• Report on a regular basis to the Unit Head on their operational activities, its challenges, hurdles, and methods of resolution or migitation, etc. as required to keep the Line Manager informed and updated about their activities. 

EHS (Environment, Health and Safety)

• Comply with all relevant EHS guidelines, policies and procedures, by reporting incidents and hazards on a timely manner, and reduce consumption of natural resources to support in protecting the environment and ensure a healthy and safe work environment.

Change Management

• Support the creation of culture susceptible to change management through a ‘hands-on’ and ‘can-do approach to DCT’s new business opportunities, participating in the development of new initiatives, meeting planned targets, and demonstrating preferred high-performance behaviours.

4. COMMUNICATION & WORKING RELATIONSHIPS

Internal 

• Correspondence and Admin Affairs Team


• Executive Operations


• Any relevant internal stakeholder 

External

• Consultants


• Suppliers/Vendors


• Any relevant external stakeholder

5. QUALIFICATIONS, EXPERIENCE, COMPETENCIES 

Qualification (e.g. Academic Qualification, Certifications, Licenses)

• Bachelor’s degree in Business Administration or equivalent.

Experience

• Bachelor Degree Holders: 1 to 2 years of experience in Document Control/Project Support & coordination role.