TITLE:

MANAGEMENT SYSTEM

Check List-Staf Hiring

DOCUMENT NUMBER:

REGION:

FUNCTION:

Indonesia

PTDI-1900-CLSB-A012-012

Document Control

OWNER:

APPROVED BY:

JOB REVISION BY:

REV. DATE:

REV.NO:

PAGE:

Document Control

Rini

Ling

12 Dec 13

1 of 2

DOCUMENT CONTROL SPECIALIST

Pondok Makmur, West Java, Indonesia
1.

A successful candidate will have the following attributes:

2.

The ability to produce accurate, high quality work in a time-sensitive fast paced
environment.

3.

The ability to organize, prioritize and own multiple tasks while meeting and/or
exceeding deadlines.

4.

Strong communication skills and proven success in communicating efectively with all
levels.

5.

The ability to motivate, influence and drive good business decisions forward while
working with a diverse workforce.

6.

Initiative and ability to work with minimal supervision and as part of a team.

7.

Above all you will be expected to carry out all your activities with integrity, compliance
and in a safe and efficient manner.

Responsibilities:
1.

Create, track and manage drawings in Multiple workflows.

2.

Audit drawings to see if they are in the Electronic Data Management System.

3.

Scan drawings, rename and upload to Electronic Data Management System.

4.

Create spreadsheets for bulk upload into Electronic Data Management System.

5.

Scan project related documents, rename and upload to Microsoft Office SharePoint.

6.

Process, track and status new Vendor Documentation Process engineering packages.

7.

Track, Status & Transmit Documentation to and from Third Party Contractors.

8.

Track, Status & Transmit Documentation to and from Vendors.

9.

Track, Status & Transmit Documentation to and from internal and external Dietzel
groups.

10. Preparation and transmission of blueprint files and other project documents to and
from external engineering and construction contractors.
11. Construction releasing all Engineering documents during the Construction Phase.
12. Following Site Intellectual property procedures for all project transmittals.
13. Manage users, roles and permissions.
14. Assist in the development of forms, process, workflows, document structures, document
permissions, document types, meta-data, reporting, etc.

Once printed this document becomes uncontrolled, refer to DMS for controlled copy.

TITLE:

MANAGEMENT SYSTEM

Check List-Staf Hiring

DOCUMENT NUMBER:

REGION:

FUNCTION:

Indonesia

PTDI-1900-CLSB-A012-012

Document Control

OWNER:

APPROVED BY:

JOB REVISION BY:

REV. DATE:

REV.NO:

PAGE:

Document Control

Rini

Ling

12 Dec 13

2 of 2

15. Provide e-Builder training and support to end users and the contractor in relation to
document controls such as uploading documents, utilization of forms and processes and
naming conventions.
16. Ensure file naming conventions are in accordance with the Document Control Plan.
17. Ensure drawings and revisions are uploaded and the engineering staf is notified of plan
revisions. Maintain the Drawing logs of all contract drawings.
18. Revise the Document Control Plan as needed with the continued development of the
document structure.
19. Run reports on document control processes.
20. Administer the document lifecycle (author, approve, publish, revise, retire, archive)
engineering, construction documents and other business policies and procedures.
21. Prepare electronic document templates.
22. Support in the performance of quality reviews and audits.
23. Establish & maintain the document control process with the Project Managers.
24. Ensure all drawings are up to date with the latest versions available.
25. Ensuring timely turnaround of documentation issued internally or received externally.
26. Manage the document control database.
27. Issuing documents & drawing in a controlled manner using the document control
database.
28. Ensuring project drawings and documents are issued within agreed timescales, this
includes work pack preparation.
29. Preparing project documentation for archive.
30. Build and maintain relationships with colleagues and clients.
31. Filing all emails.
32. Keep an electronic copy of delivery notes.
33. Answering phone calls and taking messages.
34. Photocopying/ scanning / faxing.
35. General Administration
Qualifications:
1.

At least 3 years experience in document control/document management.

2.

A Bachelors degree is preferred

Once printed this document becomes uncontrolled, refer to DMS for controlled copy.