Project Documentation

JOB DESCRIPTION

Preferred Background : ISO Standards, Project Management, or Documentation Control

Job Purpose

To manage and safeguard all tender, award, subcontractor sign-off, and project documentation related to fiber optic, intelligent traffic system, and CCTV projects, ensuring systematic storage, ISO compliance, and readiness for internal and external audits.

Key Responsibilities

• Tender & Award Documentation
• Maintain custody of all tender submissions, bid clarifications, award letters, and contracts.
• Ensure proper version control and secure filing of tender and award documents.
• Track validity, revisions, and correspondences related to tender and project awards.
• Project Sign-Off & Subcontractor Documentation
• Collect, review, and file all subcontractor project sign-off forms, completion certificates, and handover documents.
• Ensure documents are duly endorsed by Project Managers / Engineers and subcontractors before acceptance.
• Verify completeness and accuracy of documents prior to COO sign-off.
• Document Control & Storage
• Establish and maintain an organized document management system (both physical and digital).
• Implement version control, archiving, and retrieval procedures for all project documentation.
• Ensure documents are accessible to authorized personnel while maintaining confidentiality and integrity.
• ISO Compliance & Audit Readiness
• Ensure all project documentation complies with ISO standards (ISO 9001 or equivalent).
• Maintain the ISO filing structure and update documentation promptly to reflect changes.
• Support internal and external audits by preparing required documentation and records.
• Conduct periodic checks to ensure adherence to documentation standards and audit readiness.
• Reporting & Coordination
• Provide periodic status updates on documentation completeness, pending submissions, and audit findings.
• Liaise with Project Managers, Engineers, and Quality Assurance team for document validation.
• Escalate discrepancies or missing documentation to COO and Quality Team.

Qualifications & Requirements

Key Competencies