Create templates and implements systems for monitoring documentation / communication from both internal and external clients, consultants, subcontractors and suppliers. Responsible for coordination and distribute related information with all levels of project team and potentially external parties.
Review and maintain the accuracy of the documents and records to ensure they are up to date.
Supports the receipt, tracking, KPI, and monitoring of documents through the use of standard document management programs to register documents, maintain databases, and produce logs, transmittals, and other reports as required.

Ensure that the required phase and overall handover deliverables, templates, and schedules are approved by the consultants.
Work closely to a Project Manager to oversee the project progress and ensure
that the subcontractors submitted and comply with the closeout requirements.
Updating the documentation trackers on a daily basis based on the status in
Aconex for weekly and monthly progress report.
Manage and provide a weekly status of closeout requirements in the form of
dashboard and trackers for weekly progress meeting with the consultants and
client.
Collate data from the respective department for the progress of sectional
handover and weekly progress reports.
Communicate with the client for the final handing over requirements and
disseminate to subcontractors and ensure submission are in line with the client
and project specification requirements.
Workshop with the subcontractors, consultant and client for the completion and handover deliverable requirements.
Coordinates with the team department, subcontractors, consultants and client
which requires constant follow up for the pending submittals and correspondence until such time information has been received and approved by the consultants and client.
Coordinating with the commercial team for the confirmation of subcontractors’
handover submittal approvals for claims and payments.
Notify the commercial for the delay submittals and close out documents to issue the delay notice and notice to correct letter to subcontractors to comply the closeout requirements which are link to their final payment release.
Coordinate with the Design team and subcontractors to submit the drawings
trackers with planned submission, resubmission of As Built drawings and to
ensure that the subcontractors submitted and meet the per requirements.
Coordinate with the QA team and subcontractors to close the Site Observation
Report, Non-Conformance Report, Approval of Work Inspection Request,
Material Inspection Request, Aconex Field – Defects, Snag list, and Defects
Liability Period (DLP).
Support with chairing the handover documentation meeting and assist with
providing consultant and client updates for the handover deliverables.
Proper allocation of work and time for each project.
Review and provide status for subcontractor’s handover deliverables
requirements such as O&M manual, Training manual, Spare Parts Schedule,
Special Tools Schedule, Software and Licenses handover, Interface with the
other system requirements, Warranties and Asset Register.
Uploading of documents submittals through Aconex for Consultants and client’s review and approval.
Prepare dashboard graph report for overall status of submittals such as shop and as built drawings, material submittals, method statements for Testing &
Commissioning, manuals, calculations, RFIs, Inspection Test Plan, Contractors
Proposal, Authority Approval status register, Work Inspection Request/WIR for
T&C, Site Observation Report, Non Conformance Report, Asset Register, Special
Tools, Attic Stock/Spare Parts Schedule, Recommended/Replacement Spare
Parts Schedule, Handover of Software Licenses, O&M Manual, Training Manual,
Training Session, Warranty/Guarantee Certificates, Handover Inspection Tracker,
Master Key Schedule and Defects Liability Period register.
Ensure that the Taking Over Certificate requirements are met keep track of client comments for handing over and final issuance of TOC.

Manage, maintains and carry out the incoming and outgoing document registers for letters, transmittals, method statements, design, shop, construction and as built drawings, material submittals, operation and maintenance manuals, request for information, site instructions, non-conformance reports, Inspection request, material inspection, request for information and project manager’s instruction.
Coordinates and follow through with Project Management, Sub-consultant and
Contractors with regard to documents and correspondence.
Arrange record numbers, references, distribute and follow up the documents,
letters and drawings to the Engineer to ensure that we can comply the target
date.
Organize to set up documentation system and ISO standard systems based on
client requirement.
Prepares draft letters, transmittals, site instructions, site observation, safety
violation notice and non-conformance notice issued to Contractor, tracks, monitor and follow up the required response.
Responsible of issuing design drawings, ensures that the records retain of all the latest drawings and segregating as per disciplines.
Maintains and control proper documentation of all the soft and hard copy.
Storage, retrieval, final archiving and keep back-ups for future reference.

Downloading and distribute Tender documents to the concerned Engineers
handling tender projects.
Updating and monitoring of tender list, coordinate and arranged collection of
tender documents from the Client (Main Contractor).
Prepares offer letter for tender projects, extension of time, regret letter and
request for information (RFI) to the Main Contractor/Client.
Coordinate and follow up for the Electrical and Mechanical Quotations to the
Supplier.
Follow up and set time frame to the Engineers to meet the client requirement for the submission of Tender documents, Drawings and Bill of Quantities (BOQ).

Carry out and manage and control documents for the project to a degree of
reliability for security, version, visibility, availability with controlled reliable audit
trail.
Compile and prepare various reports for Project Managers us (requires analysis
and comparison of data).
Perform additional assignments as requested by Project Manager. Review
catalogue and distribute all consultant drawings and other submittals as required by the Project Manager by Using Aconex.
Received, assign record and reference number, registered, review and distribute to the concerned Engineer incoming and outgoing correspondences, faxes, Emails, Transmittals, Letters, Technical Documents.
Review by Project Manager and distribute to the concerned Engineers both hard and soft copy.
Provide preliminary review of shop drawings for conformance and prepare
change notice summaries for review.
Maintaining the filling room, transmission and retrieving of documents, keeping all the records.
Appointments and follow up on deficiency list and assist with scheduling and
coordinating to (Structural, Architectural, Mechanical and Electrical) submittals
and other documents.
Ensure that all construction stage records kept with proper electronic and hard
copy.
Keep current hard copies and file superseded version. Appointments and follow up on deficiency list and assist with scheduling and coordinating to (Structural, Architectural and MEP) submittals and other documents.
Make sure that ISO standard is being applied, executed and ensures that all
construction stage records maintained at project office until completion of project and final archiving and maintained confidentiality of all document.

Document control and general administration, received correspondence, faxes,
E-mails Transmittal and attachments, Technical documents from any source,
register, scan, copy and distribute to the concerned Engineers both hard & soft
copy.
Responsible in filling of such incoming and outgoing correspondence accordingly.
Provide essential administrative support as required.
Prepares and distribute minutes of meetings and notes of meetings. Acting as
Secretary and reporting to Tenant Coordination Manager / Project Manager,
responsible in organizing the office, accommodating tenants and visitors and
checking office supplies.
Follow up actions arising from any source, appointments and follow up to client,
tenants, consultants and contractor regarding technical discipline (Structural,
Architectural, Mechanical and Electrical) submittals, drawings and other
documents.
Ensures that ISO standard is being applied and executed, diary / calendar of
events and deadlines (date of submittals, presentations, meetings etc...).
Assure that all construction stage records maintained at project office until
completion of project and final archiving.

Registering of internal and external documents.
Maintaining of controlled documents register, sending of drawings with
transmittals and submittals and reporting to Project Manager.
Issued calculation and records accordingly.
Prepare and maintain the daily, weekly and monthly time sheet for the staff.
Expedite the responses to document/drawing issues.
Maintain records accuracy of all incoming and outgoing documents for immediate
retrieval / requested by Manager and Engineers.
Provide administration, secretarial, technical support and give assistance to the
site staff.
Monitoring, organizing office supplies and arranging site progress meetings.
Responsible for the site staff attendance, sick, leave, annual leave and
coordinating / processing reimbursements for submission to head office.

Ensure that all documents needed by the Officer-In -Charge on a daily basis are
ready for review, signing and organize all necessary documents needed by the
Officer-In-Charge before, during after meetings.
Answer, receive and attend phone calls. Ensures to implement and improve unit policies, rules and regulations.
Maintains and develops systematic document filing of records and prepares
outgoing communication letters.
Filing and organizing of employees’ profile / 201 file, pay slips and other
confidential documents.