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Document Controls Manager (Construction & Engineering Projects)
About JLL –
We’re JLL. We’re a professional services and investment management firm specializing in real estate. As a Fortune 500 company, we help real estate owners, occupiers and investors achieve their business ambitions.
If you’re looking to step up your career, JLL is the perfect professional home. With us, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections and be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at JLL!
What this job involves
- Lead, manage, advise and coordinate the document control function for the Project Management team managing a program of works for Data Centre construction in the region.
- 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 (ACC) 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 (ACC) 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 control manager shall be responsible for tracking 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 have:
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
- Working Experience in Project, Construction and/or Engineering environment
- 3-5 years of experience on a similar role
- Be familiar with ACC (AutoDesk)
- Basic knowledge and understanding of construction projects
- Good report writing skills
What you can expect from us
You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. We’ll offer you a competitive salary and benefits package.
Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...
Apply today!
Location:
On-site –Kuala Lumpur, MalaysiaJLL Privacy Notice
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