The Role

The Document Controller is responsible for day-to-day document control and office administration tasks within the construction site office and project team. Duties include for general office management tasks such as procurement of office supplies and services, setting up meetings, taking minutes, drafting documents from notes etc.

Key responsibilities include:

• Document Management: Managing the creation, storage, retrieval, and distribution of documents, ensuring they are organized and easily accessible to authorised personnel.

• Document Version Control: Tracking and maintaining different versions of documents to ensure that the latest revisions are always available and that changes are properly documented.
• Document Review and Approval: Coordinating the review and approval processes for documents, ensuring that the right individuals or teams provide input and sign off on documents as needed.
• Document Distribution: Ensuring that documents are distributed to the appropriate parties, both internally and externally, and that confidentiality and security protocols are followed.
• Data Entry and Recording: Entering and updating information in document management systems or databases, keeping accurate records of document status, changes, and approvals.
• Document Retrieval: Facilitating easy retrieval of documents when needed by authorised personnel, ensuring that the document management system is user-friendly and efficient.
• Compliance and Quality Assurance: Ensuring that documents adhere to organisational standards, industry regulations, and quality control requirements.
• Archiving and Retention: Managing the archival and retention of documents in accordance with legal and company policies, including the disposal of documents that are no longer needed.
• Training and Support: Providing training and support to employees on document management systems and best practices for document control.
• Continuous Improvement: Identifying opportunities for process improvement and efficiency in document management procedures.

Office Management and Office Administration

• Greet visitors, contractors, and suppliers with a friendly and professional demeanor.
• Answer incoming phone calls, direct calls to appropriate personnel, and take messages as needed.
• Maintain the reception area's cleanliness and orderliness, ensuring it reflects a positive image of the company.
• Manage incoming and outgoing mail and packages.
• Provide general administrative support to staff, including photocopying, scanning, and faxing documents.
• Maintain open communication and collaborate with the HR department and other SG administration team members to stay abreast of incidents, work-related matters, and other relevant updates to ensure a well-coordinated and efficient office environment.

Education & Experience

• Grade 12 (NQF Level 4)
• Qualification or proof of registration towards a National Diploma in Safety Management, Administration/Business studies
• Exposure to Safety, Health and Environment systems
• 3 to 5 years of experience in technical environment
• Familiar with document codification systems
• Basic knowledge of ISO 9001
• Highly organized
• Proficient in the use of Word, Excel and Outlook
• Verbal and written communication skills
• Typing accuracy and efficiency controls.

Behavioural Competencies

• Good analytical skills.
• Good attention to detail.
• Team Player
• Ability to present and communicate complex data / scenarios effectively
• Leading and Deciding
• Organising and executing
• Adapting and coping
• Problem Solving

. Character & Attributes

• Enthusiastic commitment to the renewable energy industry
• Ability to demonstrate high standards of ethical conduct, honesty and integrity
• High attention to accuracy; cost conscious
• The capacity and willingness to perform hands-on tasks
• Self-motivated with the ability to work both individually and as a part of a small, skilled, and highly focused team, with a “can-do” attitude and willingness to take ownership of delivering on their goals and responsibilities
• Proactive approach to problem-solving and comfortable to make recommendations around resolving challenges
• Strong commercial acumen and an ability to think and act strategically in order to maximize opportunities for the business
• Flexible working style, able to work at a variety of differently levels both inside and outside the organisation and with members of the team being in different locations
• Team player
• Comfortable, available and willing to travel and do business within Africa at times
• High attention to detail including adherence to company procedures
• Resourceful, well organised and effective at accomplishing objectives
• Ability to learn quickly and meet deadlines
• Ability to problem-solve

Employment Package Outline:

Salary:

Market Related

Benefits:

Medical aid

Retirement contribution

Employee assistant programme

Professional development opportunities

Rewards:

Performance bonus