Documentation Manager

PRIMARY PURPOSE OF POSITION

Working on a Large Scale projects the Documentation Manager will be accountable for the management of design documents within a nominated documentation platform (Procore); responsible for ensuring that the project documentation is current, adhering to the correct conventions, saved in the intended location, and distributed to the appropriate personnel.

RELATIONSHIPS

You will be part of a dedicated team who are all striving to ensure excellent business outcomes. Key disciplines within the team include Cost Consultants, Project Management, Design Management, Documentation Management, Planning / Programming, Customer Service, Finance, Facility, Engineering and Security.

LEVEL OF AUTHORITY

This position operates within the guidance from the Project Director and parameters derived from approved business operating plans, contracts and tasks allocated to meet operational and HSE requirements. Provide assistance to the greater Capital Works Team in matters relating to documentation management and documentation control as required.

KEY TASKS AND RESPONSIBLILITES

• Adherence to a safety-first culture, taking any reasonable steps to ensure the health and safety of yourself and others.
• Report and elevate any situation that may result in serious impact or harm to business performance or reputation.
• Halt work practices and any actions that could reasonably be seen to adversely affect your personal health and safety or that of any other employee, contractor, visitor and customer or community member.
• Assist the Project Team with management of design documentation throughout the entire project lifecycle.
• Procore (or other platform) Administrator ensuring timely update and close out of RFI's, workflows, fields, instructions and correspondence.
• Assist with the preparation of design documentation transmittals for contractors, vendors and consultants including appropriate filing and record keeping.
• Ensure organised filing structure, most up to date revisions of design documentation is circulated to the appropriate stakeholders.
• Assume design documentation control responsibilities throughout full lifecycle of the project, including filing management, keeping record of collaborations and ensuring the right documents are being reviewed or approved to be released for construction.
• Maintain and update in a timely fashion all Project Registers for the Project – these will include all Design Management matters, including Design Change Register, RFI Register, Workflow Registers, ITP Registers, Sample Registers, Documentation Transmittals.
• Manage and review open RFIs and close out open RFIs as required ensuring all filing and supporting documentation is saved correctly.
• Assist the Project Team in the preparation of all Project reports including Project Review,
• Builder PCG's, Procurement and any other items as required.
• Organise design documentation to ensure ease of access for project stakeholders.
• Ensure drawings are up to date and kept in orderly manner.
• Monitor document numbering conventions, ensure adherence by all Consultants and Contractors.
• Maintain Procore register to ensure most up to date drawings and documents are registered.
• Assist in managing flow of incoming and outgoing documentation, including processing and administration requirements.
• Efficiently manage the return of all marked up drawings to both consultants and contractors, utilising Aconex where applicable.
• Establish and manage administration protocols with support and guidance from the Project Team.
• Assume communication point for other departments by providing information and advice on design documentation matters.
• Monitor the timely updating of all reports and management plans prepared by the S3 Project Team as may be required for the project.
• Promote, encourage and assist senior management and the project teams in implementing effective administration practices and policies.

QUALIFICATIONS, SKILLS & EXPERIENCE REQUIRED

• Minimum 1 to 2 years' experience in a as a Documentation Manager successfully supporting senior management or similar position.
• Demonstrated ability to work collaboratively as part of a larger team to meet collective deliverables.
• Planned and organised, attention to detail and diligence in tasks involved.
• Client focused, team oriented, accountable and results driven.
• Ability and willingness to adapt, learn quickly and put to use new skills and knowledge brought about by rapidly changing structure, process, information and/or technology.
• Understanding of construction principals & quality assurance.

OTHER ATTRIBUTES REQUIRED

• Must be customer focused, team oriented, accountable and results driven.
• Proactive attitude, collaborative nature, and strong communication skills.
• Exemplary organisational skills, forward thinking approach and ability to work diligently and efficiently.

DESIRABLES

• Bright, energetic and enthusiastic
• Team player that can work across a number of workstreams simultaneously
• Management of Project Team member expectations