Job Description

Arcadis|DPS Group works at the frontier of facility delivering innovative and ground-breaking solutions for our clients on the most exciting and high-profile projects around the world, designing some of the most complex and specialized facilities under construction today. Our Malaysia business is growing, and we are recruiting key team members. Look no further if you would like to work on one of the biggest and leading-edge construction projects in Asia and be part of a winning team. People with skills, knowledge, and expertise like yours underpin our success. A career at Arcadis|DPS Group is truly rewarding, with excellent benefits and opportunities to develop your technical and professional development. We respect and support each other to create one Arcadis|DPS Group team. We are dynamic, we create space for ideas, independent views, and challenging the status quo. We have a diverse workforce and embrace different views and perspectives.

Look no further if you would like to be part of a vibrant dynamic team that delivers world-class engineering, design, and project management for industry-leading clients around the world. If you have what it takes to work with us, apply today.

Position Summary:
Arcadis|DPS Group Advanced Technology Group is seeking a Document Control Lead with a solid background in construction support to join our growing team based in Penang, Malaysia. This position will oversee all activities involved within the Document Control environment and supervise the day-to-day Document Control operations. The successful candidate will align information priorities and projects start/closures with the Document Control Project Manager. This team is a fantastic place for a document control professional to take their career to new heights. The ideal candidate will be a self-motivated individual with strong leadership, communication and organisational skills. The successful candidate will lead a team with the importance of meeting targeted commitments while being flexible to the ever-changing and fast paced environment of our clients’ sites.

Key Responsibilities:
Responsibilities shall include but not limited to:

• Supervise and coordinate daily work of the records staff, by planning, scheduling, and assigning work tasks.
• Ensure workflows are accurately followed by the Document Control Reps to ensure compliance.
• Assists in orientation, training, and cross-training of new record staff.
• Assists in documenting processes, if necessary.
• Files, audits, receives, distributes, tracks and maintains incoming and outgoing document tracking system of confidential and non-confidential construction documents according to established procedures and standards for security and document organization.
• Continuous improvement of standard concepts, practices, and procedures within document control or construction document control field.
• Coordinate activities in the information that is received, stored, and retrieved.
• Ensures security and preservation of records in construction information management center.
• Assists Project Team in requests for project information, active and historical.
• Ensures standardized functional systems (labelling, PFI, data entry, email notifications, customer responses, detailed filing) are used by records technicians and are effectively used.
• Follow the established controlled vocabulary file system coding within the Project File Index. Sorts, classifies, and code material for filing.
• Accurately log, date/time stamp all incoming and outgoing construction information into the construction information management database.
• Coordinates with the Document Control Reps to perform a project information self-assessment.
• Coordinates projects start and closure with the Client construction information management manager.
• Must be proactive and actively engaged in supervision of day-to-day activities.
• Performs a variety of tasks and strong multi-tasking skills.

Education & Experience:

• Requires a High School certificate or its equivalent and at least 4 years of experience in the field or in a related area.
• At least 2 years experience in lead position of records management and/or construction records management. Proven experience on large-scale, capital construction projects highly desirable.

Essential Skills:

• Ability to identify, plan and organise work and rapidly adapt to on-going schedule changes.
• Familiar with standard concepts, practices, and procedures within document control or construction document control field.
• Relies on experience and judgment to plan and accomplish goals. Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
• Effective proven leadership skills. Prior demonstrated experience managing a group of Document Control Representatives.
• Proven accuracy, reliability, and completeness in job accomplishment.
• Effective oral and written communication skills.
• Diverse stakeholder management
• Must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a customer-service attitude.
• Proficient in MS Office applications; Outlook, Word, Excel and Access

Other:

• Location: Penang, Malaysia – Site Based.
• Travel: Occasional travel to other client sites as per business needs.
• Working hours: 45 hours, Monday to Friday.