Roles and Responsibilities
Purpose of the job:
Responsible for maintaining, organising and updating documents for a business using document management software, uploading or scanning paper documents, obtaining documents and ensuring proper and secure storage.
Qualifications (essential):
Matric (Grade 12)
Qualifications (desirable):
Technical qualification (mechanical / electrical) Diploma / Degree in IT or related field and/or Certificate in Detailed understanding of QMS and ISO 9001:2015
Experience (Years and nature of experience): 5- 10 years Document control experience Experience in the mining / construction / manufacturing industry
Administrative experience and background Technical Writing / English / Communication or related field experience
Skills & Knowledge (essential):
Excellent Administration Skills Communication skills both verbal and written Microsoft office suite (work, excel, outlook, ms projects, adobe) Knowledge of ISO 9001:2015
Computer skills Ability to create and maintain detailed Excel spreadsheets
Planning and organizing Maintaining and organizing electronic filing systems
Data capturing
Technical proficiency Financial acumen Compliance management Research and development skills
Report writing Interpersonal skills with colleagues and clients at all levels.
Ability to manage a variety of cross-functional team members. Mentoring and coaching skills
Data management
Document management Excellent filing management General administration
Essential Competencies:
Attention to detail Team player Self-driven
Time management
Problem solving, team building, planning and decision making. Accuracy and record-keeping
Qualities
High tolerance for pressure
Duties and Responsibilities:
Notify all applicable employees of the new / changed documents.
Upload all documents of external origin onto document software system.
Keep other requirements register up to date.
Accurately process and record all technical documentation in accordance with agreed procedures.
Input progress mark-up information into database as required by projects.
Generating and maintaining documentation to ISO, health and safety, Quality management, risk and environmental control. Conducting site visits, identifying SWOT and Risk Analysis Assisting all sites with Internal and External Audits Arranging and hosting training sessions in related areas Obtaining quotations, arranging for inspections, certifications in respect of Compliance health and safety.
Customer Complaints Management Liaising with Human Resources for alignment of policies and procedures Implementation of the relevant Policies, Procedures & Memos Will be required to assist with administrative tasks such as: o Document control o Scanning, filling and saving paperwork o Communicating with Head of Departments on respective issues and concerns raised. Manage and maintain the quality management system and Quality Control gates.
To facilitate/mentor and hold team members accountable for performance.
Drive continuous improvement.
Comply with factory and government regulations.
To play a key role in new business implementation.
Project Execution:
Ensure that all work follows the Company and Clients’ standards and procedures.
Evaluate Technical Specifications to ensure all project information is available.
Coordinate with the Design Engineers and Project Managers to ensure correct and latest technical information is being used. Communicate and manage draughting and other technical service providers with regards to “Engineered to Order” requirements.
Coordinate with the Project Managers with regards to project deliverables, scope, deadlines and budgets.
Monitor performance and quality of deliverables from service providers.
Ensure Change Management processes are followed through. Attend to and resolve technical queries and variations from Clients, Suppliers and Fabricators.
