Documentation Staff

Job Summary:

The Documentation Staff is responsible for managing, organizing, and maintaining all project-related documents for the construction company. This role ensures that all technical, administrative, and contractual documents are properly filed, updated, and accessible to authorized personnel. The position supports project teams by maintaining accurate records and ensuring compliance with company and regulatory requirements.

Key Responsibilities:

• Maintain and organize project documents such as contracts, permits, drawings, plans, reports, and correspondence.
• Ensure proper document control procedures are followed (filing, labeling, version control, and archiving).
• Monitor and track incoming and outgoing documents.
• Prepare transmittals, document logs, and reports as required.
• Coordinate with engineers, project managers, contractors, and suppliers regarding documentation requirements.
• Ensure all documents are complete, accurate, and properly approved before filing.
• Safeguard confidential documents and sensitive company information.
• Assist in preparing reports, presentations, and other administrative documents.
• Support compliance with government regulations and company policies.
• Maintain both physical and electronic filing systems.

Qualifications:

• Bachelor’s Degree in Business Administration, Engineering, or any related field.
• At least 1–2 years of experience in documentation or administrative work (construction industry experience is an advantage).
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Knowledge of document control systems is a plus.
• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Good communication and coordination skills.

Skills & Competencies:

• Strong record-keeping and filing skills
• Ability to work under pressure and meet deadlines
• Good written and verbal communication skills
• Ability to handle confidential information
• Team-oriented and proactive