Job Description

Responsibilities:

• Document Control Management: Carrying out the duties of a Document Controller, which includes managing all project documentation effectively. This involves filing and archiving documents systematically, ensuring that specific materials are accessible to the relevant stakeholders as needed.
• Internal Coordination: Coordinating with internal team members to facilitate the delivery and receipt of controlled information and documents among all parties involved in the project. This requires clear communication and collaboration to ensure that everyone has the necessary information.
• Distribution of Technical Documents: Managing the seamless distribution of technical documents in both electronic and hardcopy formats. This includes ensuring that the correct versions are sent to the appropriate recipients, maintaining version control throughout the process.
• Documentation Requests Management: Handling requests for documentation efficiently, ensuring timely responses and the provision of accurate materials to team members and stakeholders.
• Document Control Software Leadership: Leading the management of the companys document control software, ensuring it is utilized effectively to streamline documentation processes and improve overall project efficiency.
• Information Coordination: Controlling and coordinating all information issued for review, approval, construction, and other project-related activities on the electronic document management system (EDMS). This includes monitoring document statuses and ensuring compliance with project timelines.
• Official Correspondence Management: Issuing, registering, and coordinating the proper distribution of all official correspondence and documents among the project team, clients, contractors, subcontractors, authorities, and third-party vendors. This role is critical in maintaining clear lines of communication throughout the project lifecycle.
• Meeting Minutes Documentation: Taking detailed minutes during all meetings held, ensuring they are distributed promptly to keep all participants informed and engaged.

Requirements:

• Relevant Experience: A proven track record with several years of experience in a construction environment, specifically in document control for complex and large-scale projects, including residential, commercial, infrastructure, healthcare facilities, and luxury hotel developments.
• Educational Background: Preferably holds a bachelors degree in a related field such as Construction or Project Management.
• Professional Certifications: An MRICS/FRICS designation and/or other recognized Project Management certifications would be advantageous.
• Industry Knowledge: Familiarity with applicable standards, legislation, and best practices in the construction industry in Malta, along with technical and commercial insight into large-scale infrastructure projects.
• Software Proficiency: Proficient in using ASITE and Microsoft Office applications. Knowledge of project management and design software such as Primavera, MS Project, BIM, and AutoCAD would be considered a plus.
• Communication Skills: Exceptional written and verbal communication skills in English, enabling clear and effective interaction with a variety of stakeholders.
• Ability to Work Under Pressure: Capacity to perform under tight deadlines and collaborate closely with team members in a multidisciplinary environment.
• Attention to Detail: A meticulous approach to work, with strong influencing skills, assertiveness, and the ability to clearly and confidently express technical concepts.
• Analytical and Decision-Making Skills: Strong analytical abilities with a measured approach to decision-making, capable of making timely decisions that promote efficiency.
• Leadership and Negotiation: Demonstrated resilience, leadership qualities, and negotiation skills that facilitate smooth project execution.
• Planning and Organization: Excellent planning and organizational skills, characterized by a high level of integrity and a motivated team player attitude, with a proactive and positive work ethic.

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