Document Control

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What this job involves  

• Lead, manage and coordinate the document control processes for the Project Management team managing a programme of work at the client’s data centre facility.  

• Establish, implement, and maintain, document control processes and procedures for the project, including utilising the Employer’s established systems and tools.  

• Establish the project document management system as an accessible project library of technical documents, standards, baseline documents, industry codes and standards, studies, and other general information pertaining to the construction project.  

• Review Client and project procedures and ensuring the document control processes are aligned with the same.  

• Develop procedures that ensure the Contractors and Consultants use the document control system when sending and receiving any correspondence related to projects.  

• Develop procedures that identify who on the Consultant team has the authority and accountability for approving baseline documentation.  

• The established document management system must -  

• Provide convenient access to correspondence and records, making certain the records are secure and the appropriate level of confidentiality is maintained. The system should be set up to comply with the Employer’s administrative, legal, and historical record requirements and provide an audit trail and documentation of construction project activities.  

• Ensure that incoming and outgoing correspondence and documents are transmitted through the Document Controller, who can use records database software to computer index the records. Working copies of records shall be able to be readily retrieved by the Document Controller for use by Consultant staff.  

• Ensure that design and baseline documentation, including contract drawings, specifications, budget, and schedule are maintained and revised throughout the design, bid, procurement, construction, and closeout phases of the project with the required standard of security, integrity, quality, and currency. The document management systems shall also track actions to ensure that changes to the baseline documents are evaluated and approved and that the integrity of the baseline documentation is maintained as changes are executed.  

  

Implementing   

• Set-up and maintain projects folders and facilitate project communication process.  

• Ensure the use of standardised forms and templates.  

• Establish and maintain the Master Document Register in cooperation with the Project team.  

• Collate, produce and submit QA Documentation for Clients.  

• Communicating the project’s document control system to the Client and project team.  

  

Maintaining   

• Periodic audit, review and evaluation of the appropriateness of the document control procedures and their implementation.  

• Ensure document management processes are executed according to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving).  

• Manage all flows of documents either in electronic form or on paper support.  

• Maintain and manage electronic and hard copy documents as required.  

• Process incoming documentation (registration, internal distribution, archiving) . 

• Process outgoing documentation (transmit to Client and Suppliers/3rd parties).  

• Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally as required.  

• Ensure control and coordination of project documentation and data.  

• Ensure all drawings/documentation are correctly identified, distributed and filed/stored.  

• General document control activities such as photocopying, scanning, analysis of suppliers documents compliance with Project standards regarding numbering and all others aspect related to document quality.  

• Assistance in the preparation collation and issue of reports and registers as may be required.  

• Produce internal and external reports.  

• Fulfil Document Retrieval Requests.  

• Organize and Archive Documents.  

• File documents in physical and digital records.  

• Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control.  

• Support the project team as required.  

  

Sound like you? To apply you need to be:  

 

General Competencies   

• Strong analytical background with attention to detail.  

• Strong organization skills with the ability to work on multiple tasks.  

• Show proof of rigor and autonomy when working.  

• Ability to work to meet deadlines, even when timeframes are demanding.  

  

Professional Competencies   

• A graduate in any discipline.  

• 1 – 3 years of experience on a similar role.  

• Be familiar with Google Suite.  

• Basic knowledge and understanding of construction projects.  

• Good report writing skills.  

  

Other Competencies   

• Excellent verbal and written communication skills in English and Chinese .  

• Currently based in Taiwan. 

 

Location:

On-site –Hsinchu, Taiwan, China

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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