Main responsibilities and Contents

Responsibilities:

• Ensures that documents are handled according to organization internal procedures, contractual and project-specific requirements during project execution;
• Ensures that each Project Document has the required amount of metadata to ensure easy retrieval and identification;
• Ensures that all relevant contractual and specific project documents are safely stored in the Document Management System (DMS).
  
  

Tasks:

• Be the central point of contact for the project team for all issues relevant to Project Document Management;
• Setup and manage the project specific Document Management System according to the standards of the organizations;
• Define general requirements for documents by project specific co-ordination procedures (e.g. Document Coding, Document Compilation, Vendors / Subcontractors Documents);
• Train the project team on Document Management process and DMS;
• Support all partners (e.g. customer, vendors, contractors, subcontractors or consultants) in project specific document management processes;
• Create and maintain updated a Master Document Register with all the required metadata;
• Check the formal correctness of internal and external documents, giving clear instruction on required revision whenever needed;
• Receive, verify and distribute internal and external project documentation in the DMS;
• Transmit documents to all partners in the project e.g. internal disciplines, customer, vendors and consultants;
• Verify the status of vendors’ document submission and provide a prompt expediting of the delayed / uncompleted documents;
• Verify the status of the documents’ review/approval workflow and expedite the relevant responsible party;
• Verify the completeness of the final vendors’ documentation (Maintenance and Inspection Book);
• Create periodical reports on document exchange for project management reporting deviations in document submission from the various stakeholders;
• Provide an accurate and complete archive of project documents at the end of the project.