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Project Administrator Document Controller

3 months ago

Shah Alam, Selangor, Malaysia PILOT Construction Sdn. Bhd. Full time

Position:
Project Administrator cum Document Controller

Report to:
Project Manager

Responsibilities:

  • Overall coordination of controlled documentation for the respective project, within the Company and project undertaking.
  • Manage incoming and outgoing correspondence for project site.
  • Maintain, update and compile daily, weekly and monthly records and reports, including delivery orders and subcontractor's claim with date received stamp and thereafter to scan a softcopy for site records and compile hardcopy to be sent to the respective department at the HQ.
  • Assist QAQC, MEP departments and/or subcontractors for shop drawings, sample and catalogue, work method statement submission.
  • Update the summary list of project documentation submission and approval status in the progress report and the Autodesk/Aconex system which include submission of shop drawings, sample and catalogue, work method statement complete with checklist, Request for Inspection, NCR, etc on weekly basis.
  • Ensure all documents including replied RFIs, revised construction drawings and approved shop drawings and approved method statements have been received and read by respective parties.
  • Prepare, maintain and update master work program including financial & physical Scurve, manpower and machinery schedule.
  • Update the weekly and monthly project progress.
  • Maintain confidentiality of sensitive information and terms of agreement.
  • Update, control and improve document control procedures.
  • Ensure all document controls comply with ISO procedures.
  • Design templates for documents, file types, and document databases. Review and update technical documents (e.g. manuals and workflows).
  • Conduct at every month end document audits confirming they are current and accurately reflect recorded evidence. Ensure revised documents are accessible.
  • Prepare adhoc reports on projects as needed and create templates for future use.
  • Attend progress meetings, technical meetings, staff meetings, subcontractor meetings and take minutes.
  • Update weekly and monthly summary attendance to HQ before the monthly cutoff date.
  • Implement Company's IMS manual and continuous improvement to maintain quality records as per IMS manual and SOPs.
  • Compile and maintain IMS documentation.
  • Support internal and external audits, coordinate activities and ensure timely response to documentation requests for auditors.
  • Investigate and respond to corrective actions related to Document Control, Training and External Standards.
  • Maintain a systematic filing system for easy access, trace documents in an efficient manner.
  • Undertake other related jobs and or duties assigned from time to time as directed by the Project Manager or Board of Directors.

Job Requirements

  • Diploma/Degree in Administration Management or its equivalent.
  • Must be a CIDB green card holder.
  • Minimum two (2) years working experience in document control, in similar position or related working experience.
  • Good communication and organizing skills, selfmotivated, reliable, good time management and able to work under pressure, efficient, initiative, responsibilities, independent and able to meet tight deadlines.
  • Analytical, oriental details and strong writing skills.
  • Proficient in Autodesk or Aconex system (advantage).
  • Proficiency in English and Malay.

Benefits:

  • Maternity leave
  • Professional development

Schedule:

  • Day shift

Supplemental pay types:

  • Performance bonus