Document Control Coordinator

Job Description

• Ensuring all documents comply with company and industry standards Such as Numbering Procedure, Company Color Code, etc.
• Using specialized software for document registration and tracking such as 1C, FTP Shared Drive, etc.
• Collaborating with project teams to ensure timely and accurate document submission.
• Managing the archiving of project documents and records.
• Liaising with and distributing project-related information with all levels of the project team and potentially external parties.
• Handling intake, verification, and storing documents.
• Checking and editing documents for accuracy and compliance.
• Distributing project-related copies to internal teams.
• Controlling the flow of documents in and out of the department.
• Reporting errors or developments regarding document storage.
• Designing templates for documents, and file types.
• Maintaining confidentiality around sensitive information and terms of agreement.
• Preparing ad-hoc reports on projects as needed.
• Checking document numbers based on numbering producer and MDR.
• Preparing and updating the data bank and linking to data addresses to speed up access to them.
• Controlling the specified deadlines of the reports in and out, following up on them.

Project Coordination:

• Issuing letters in 1C (ZNV EDMS) for registration and submission to recipients.
• Taking necessary coordination for meetings with the Client based on approved workflow.
• Following up on required materials from the contractors.
• Collecting required evidence for technical discussion via email.
• Following up on MoMs and collecting representative’s signatures.
• Asking and collecting required pieces of evidence and justifications for each minute of MoMs from contractors to specify their status.
• Communication with client representatives regarding the project issues if needed;
• Preparing and writing MoM in some of the meetings.

Project Control:

• Maintaining project schedules, and ensuring alignment with project goals and timelines.
• Holding weekly meetings to monitor the project's progress.
• Reviewing project schedule to control the presented progress (Plan vs. actual) by contractors.
• Asking for required evidence of the progress of projects.
• Analyzing delays reports and asking for remedial action from contractors.
• Preparing the schedule of some internal projects with MSP Software and updating regularly, such as the CMK Dynamic Model Construction schedule.