Document Management Specialist

6 days ago

Karachi, Sindh, Pakistan beBee Careers Full time
Document Management Specialist

The Document Management Specialist plays a pivotal role in maintaining the document control system for engineering departments, ensuring seamless storage, retrieval, and distribution of information across teams. This critical position facilitates smooth project execution, regulatory compliance, and effective stakeholder communication, directly contributing to organizational success.

Responsibilities:
  • Filing tasks are the primary responsibility of the Document Management Specialist.
  • Improving document control processes to minimize reliance on paper is essential.
  • A structured document filing system must be established and maintained for effortless access and retrieval.
  • Developing and enforcing reference numbering protocols ensures consistency and traceability.
  • Receiving, registering, distributing, and tracking project-related documents, including technical drawings, contracts, reports, specifications, and meeting minutes, is crucial.
  • Implementing and enforcing strict version control processes guarantees only the latest versions are accessible to stakeholders.
  • Maintaining compliance with regulatory requirements, internal policies, and ISO standards is vital.
  • Collaboration and coordination are key in facilitating efficient information flow by exchanging documents between internal teams, vendors, and external stakeholders.
  • Ensuring proper page numbering, indexing, and categorization of documents for easy retrieval is essential.
  • Securing digital documents and maintaining confidentiality is paramount.
Key Areas of Focus:
  • Digital Document Management & Collaboration: Administer and optimize document management systems (e.g., SharePoint, Aconex, Procore) to ensure real-time access and seamless collaboration.
  • Documentation & Report Preparation: Assist in generating, storing, and delivering reports and project documentation accurately and timely.
  • Training & Support: Provide regular training sessions for staff on document control procedures and offer guidance on document management software and tools.
  • Document Flow & Distribution: Establish streamlined protocols for document flow across departments and manage distribution to ensure timely access for relevant stakeholders.
  • Project & Task Management: Effectively handle multiple tasks while ensuring all document-related deadlines are met.
Professional Qualities:
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal skills.
  • Ability to work effectively in a team environment.
  • Knowledge of document management systems and best practices.
  • Proficiency in using various software applications.
Benefits:
  • A competitive salary package.
  • Ongoing training and professional development opportunities.
  • A collaborative and dynamic work environment.
  • A chance to make a significant impact on organizational success.

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