DOCUMENT CONTROL & SYSTEMS COORDINATOR

Summary:

The Document Control & Systems Coordinator provides essential system support to ensure efficient project data management. This role involves analyzing project data, creating visualizations for decision-making, and maintaining document control processes. Additionally, you will manage user roles, permissions, and project setups within Dalux and other digital systems. You will implement best practices, define metadata fields, and support users. Your expertise in MS Office, particularly Excel, and your ability to interpret data and communicate effectively will be crucial to your success.

The Role:

Project Support & Data Management:

• Set up, collate, manage, and close out Operations & Maintenance Manuals and Handover Documentation.
• Maintain organised document archives, ensuring accessibility and compliance with company procedures.
• Provide analytical support to the project delivery team, ensuring smooth administration of projects.
• Analyze project data and create visual reports to support decision-making.

Document Control & Compliance:

• Coordinate document control procedures, including handling technical documents, drawings, and commercial correspondence.
• Input and maintain accurate document data in standard registers.
• Ensure the latest approved documents and drawings are distributed to the appropriate teams.

Systems Coordination:

• User Management: Creating, inviting, and managing users, including assigning them to specific user groups and roles.
• Permission Management: Setting up and managing permissions for users and user groups within Dalux and other digital systems.
• Project Setup: Configuring project settings, including folder structures, file areas, and approval flows.
• Document Control: Setting up and managing document control processes, such as file flows and metadata fields.
• Design Coordination: Setting up communication channels and comment types to facilitate design coordination.
• Best Practices: Implementing best practices for user groups, work packages, and locations.
• Metadata Fields: Defining and applying metadata fields to files to help manage project information.
• Company Profile: Managing the company profile for managing users and business partners.

Administrative & Office Support:

• Manage internal and external communications, including emails, phone calls, and correspondence.
• Perform general administrative tasks such as ordering supplies, report creation, printing, and meeting coordination.
• Assist with office maintenance to ensure a well-organized work environment.

Required Skills & Qualifications:

• Experienced in MS Office suite, mainly Excel including formulas and data analysis.
• Confident in interpreting data for project insights.
• Thorough in checking data accuracy and document compliance.
• Ability to efficiently communicate findings and collaborate with teams.

Person Specification:

Desirable

• Strong organizational skills with the ability to manage multiple tasks.
• Collaborative approach to working with project teams and other departments.
• Effective problem-solving and troubleshooting skills

We are committed to investing in talent and developing opportunities for our staff. As equal opportunities employers, we welcome applicants from all communities.

To apply please send a copy of your CV and covering letter to: careers@dowdsgroup.com

Closing Date: Friday, 23 May 2025