Drawing Office Document Controller

2 weeks ago

Johannesburg, Gauteng, South Africa Inisys Full time
  • Daily updating of the design and development department data bases for all departments.
  • Processing this data including numbering & filing (i.e cataloguing) for locating and retrieval. Data includes drawings, contracts, technical specifications, operating manuals and general correspondence received from anywhere in the group.
  • Liase with the Consultants supplying the design and development department with the abovementioned information. Ensuring that the info is compatible with our database operating system i.e Converting information into idw, dwg , Word, Excel, Tiff, PDF etc file names.
  • Administrator of the Project/Data Management System responsible for performing most of the abovementioned tasks, as well as managing document access and authorization to engineering services.
  • Assisting on SAP the group project development office by creating purchase requisitions for plant projects which includes equipment, machinery, technical services and consultants, general office supplies and services. (Advantageous)
  • Checking and following up the order numbers and invoices are authorised for work to commence. (Advantageous)
  • Checking up those payments have been processed for services, tasks and projects within development that have been completed. (Advantageous)
  • Maintaining SHE documentation files and folders.(Advantageous)
  • General Office duties, controlling stores and stationery

OTHER SKILLS:
  • Experience working in drawing office environment (3 years).
  • Effective writing/Communication skills.
  • Used to working under pressure to meet deadlines.
  • Used to working to a high level of accuracy

Detailed Responsibilities:
  • Making of transmittals and the issuing of drawings to clients/fabricators etc on instruction of the Section Leader.
  • Making of prints & plots
  • Adding drawing numbers ,budget hours etc
  • Updating drawing registers with revisions and man hours.
  • Update and add information to document Control system
  • Manager technical library in the design office.
  • Arrange delivery of the relevant drawing to Clients/Fabricators.
  • Ensure return of signed transmittals
  • If necessary, follow up of transmittal with a phone call.
  • File returned transmittal sheet, signed by the recipient into the appropriate file.
  • Ensure that all revised drawings are issued to the relevant personnel (as per project requirements).
  • Liase with procurement Department to ensure timeous receipt of Vendor drawing and documents required for timeous completion of work.
  • File Registers
  • In conjunction with the drawing office Section Leaders and other company staff, ensure that all newly created, or drawings received are properly referenced and that the hard copy is stored in the correct file. This applies to all drawings, whether originating inhouse or received from Clients or other outside sources such as suppliers and Sub-Contractors etc.
  • Ensure all files are scanned into the completed folder upon completed of tasks.
  • Manage and maintain consumables relating to the drawing office.

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