Document Control Manager

As a Document Control Manager at ILF, you will be responsible for overseeing the organization and management of all company documents, ensuring accuracy, accessibility, and compliance with regulatory standards.
You will play a crucial role in maintaining the integrity of our documentation processes and supporting the efficient operation of our business.

Document Control Major Tasks ( 30% of worktime):

• Creating, implementing and updating document management procedures, including coding/numbering project documentation and documentation workflows within the company/with clients/subcontractors, according to project and company requirements,
• Ensuring that all documents are properly named, numbered, and classified according to the company's standards and procedures,
• Creating and managing documentation control registers,
• Creating and updating distribution matrixes,
• Managing distribution and access of documents to internal and external parties,
• Administrating of the technical documentation database,
• Distributing received documentation, between relevant discipline engineers, in order to carry out design reviews,
• Submitting documentation to the Clients along with transmittals,
• Supervising proper flow of information, correspondence and documentation,
• Maintaining order in catalogs with project documentation,
• Supporting project managers in document management and reporting documentation progress,
• Controlling quality of documentation created by the project team and/or documentation received from the Client,
• Ensuring accuracy and completeness when reviewing and processing documents,
• Maintaining document version control and tracking revisions,
• Daling with document discrepancies, errors, or conflicts,
• Archiving of correspondence and project documentation,
• Daily collaboration with other departments and stakeholders to gather required documents and information, expediting where needed,
• Protecting confidential or sensitive information,
• Setting up and maintaining project dedicated EDMS,
• Coping with high-volume or urgent document requests,
• Handling conflicting priorities and tight deadlines when managing multiple documents,
• Collaborating with other document controllers or document management teams,
• Observing latest trends, developments, or regulations in document control,
• Providing required trainings for other document controllers on document management principles and company standards,
• Providing required trainings for project teams on document management systems,
• Implementing any process improvements or efficiency measures,
• Attending related meetings with Clients,
• Preparing project templates,
• Filing hard copies, when necessary.

• Providing front-end administration and development in SharePoint Online/Aconex EDMS/CDE systems, to include document management, automated workflows, collaboration, messaging, and content management,
• Developing custom views, lists, and libraries and integrate enterprise content with SharePoint Online/Aconex EDMS/CDE systems to include content formatting, personalization, workflow and restricting access to content,
• User management, permissions management,
• Setting up and customizing project related EDMS,
• Supporting development of company’s EDMS project templates,
• Preparing and managing written and oral work instructions/trainings/communications to project teams and customers,
• Monitoring and responding to support help tickets,
• Supporting users, answering questions of end users and providing guidance in the use of applications, when required,
• Configuring the company’s SharePoint Online/Aconex systems to specified requirements,
• Providing trainings on SharePoint Online/Aconex EDMS/CDE systems to project teams and customers,
• Troubleshooting software issues together with IT team,
• Collecting detailed user and technical requirements.

Requirements:

• 7-10 years of experience in document control and document management systems, in engineering field as an advantage,
• Fluency in spoken and written English, Arabic as an advantage,
• Bachelor’s degree in computer science, business administration or technology, engineering as an advantage,
• Advanced knowledge of SharePoint Online and Oracle Aconex,
• Advanced knowledge of MS 365 package (Outlook, Teams, Word, Excel, PowerPoint….),
• Basic knowledge of AutoCAD as an advantage,
• Very good understanding of document control best practices,
• Excellent self-organization of work, including regularity, accuracy and reliability,
• Excellent communication skills,
• Analytical skills,
• Attention to details,
• Willingness to continuous learning and development of professional skills and knowledge,
• Ability to work in dynamic team and environment,
• Project management experience, knowledge and skills as an advantage.