Document Control Assistant

CHEC is hiring a Document Control Assistant to manage project documentation. The ideal candidate should have experience in document management, version control, and compliance with Jamaican construction standards. Strong attention to detail and a proactive approach are essential.

Key Responsibilities

1. Document Creation & Management:
• Create and maintain various construction-related documents such as technical reports, specifications, procedures, and manuals, ensuring compliance with Jamaican building regulations and industry standards.
• Implement and enforce document control procedures for version control, approval processes, and document distribution.
• Utilize document management software for organizing and retrieving documents efficiently, ensuring metadata and document numbering are correct.
2. Document Review & Approval:
• Coordinate the review and approval process of documents by stakeholders. Ensure comments are incorporated and that all documents meet approval requirements.
• Track document reviews, follow up with relevant parties, and maintain records of reviews, approvals, signatures, and dates.
3. Document Distribution & Communication:
• Distribute documents to stakeholders in a timely and organized manner, ensuring the latest versions are accessible.
• Maintain accurate distribution lists to ensure all required parties receive necessary documents.
• Assist stakeholders with document access requests and provide guidance on document usage.
4. Document Archiving & Retention:
• Develop and enforce a document archiving and retention policy in line with Jamaican legal and industry requirements.
• Ensure the integrity and confidentiality of archived documents and implement data backup and disaster recovery procedures.
• Review and dispose of obsolete documents according to the established retention policy.
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1. Quality Assurance & Compliance:

• Conduct regular audits to ensure compliance with Jamaican construction regulations and document control standards.
• Address any non-compliance issues and take corrective action to improve document quality.
• Stay updated with industry regulations and changes, ensuring that documents remain compliant.
• Provide training sessions to staff on proper document control practices and regulatory requirements.

Qualifications & Skills

• Education:
• Bachelor’s degree in Business Administration, Records Management, or a related field from an accredited institution.
• Experience:
• 3years experience in document control or an administrative role within the construction industry, with exposure to local Jamaican standards and practices.
• Proven ability in handling construction project documentation and familiarity with document management software.
• Skills:
• Proficiency in MS Office and document management systems.
• Strong organizational skills with a keen eye for detail.
• Excellent verbal and written communication skills.
• Ability to work collaboratively with various teams and departments.