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Job Description
- Document Management & Control:
- Establish, maintain, and enforce project document control procedures, numbering schemes, and metadata standards.
- Receive, log, review, and register all incoming and outgoing documents (drawings, submittals, RFIs, letters, change requests, and client correspondence).
- Ensure correct document version control, maintaining clear tracking of revisions, supersessions, and approvals.
- Distribution & Workflow Tracking:
- Distribute documents, drawings, and technical packages to internal teams, subcontractors, suppliers, and client representatives according to distribution matrices.
- Track and follow up on pending approvals, review cycles, and response deadlines with client and technical reviewers.
- Maintain transmittal records for all document submissions and receipts.
- Database Maintenance & Systems Management:
- Maintain and update Electronic Document Management Systems (EDMS) or project file repositories.
- Perform quality checks on incoming and outgoing documents for correct formatting, signatures, and completeness prior to logging.
- Ensure proper physical and digital backup and archiving of project files and records.
- Reporting & Closeout Support:
- Generate periodic document status reports, submittal logs, and outstanding review trackers for the Project Manager.
- Coordinate and assemble complete final project documentation packages, operating manuals, acceptance certificates, and handover dossiers for client closeout.
- Support internal and external document management quality audits.
Personal Skills
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Exceptional organizational skills and high attention to detail
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Strong record-keeping and data administration capabilities
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Strong communication skills for interacting with client, subcontractor, and internal teams
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Ability to work under tight deadlines and prioritize document workflows efficiently
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High confidentiality and integrity in managing proprietary project data
Technical Skills
- Proficiency in Electronic Document Management Systems (EDMS) and file share systems Advanced skills in MS Office Suite (Word, Excel, Outlook) and PDF software (Adobe Acrobat, Bluebeam)
- Deep understanding of document control protocols, versioning, metadata, and archiving standards French language proficiency and regional expertise Excellent command of English
Job Details
Preferred Candidate
pulse by solutions
pulse by solutions is the trusted global force behind critical industries, deploying the Intelligence That Transforms to accelerate digital transformation for nations and enterprises worldwide. As the lead systems integrator within the solutions by stc group, pulse by solutions powers a high-performance ecosystem of specialized subsidiaries to provide true end-to-end delivery across the digital landscape.