✨ AI Summary
This Procurement Document Controller role involves managing and maintaining all procurement documentation, records, and filing systems. Key responsibilities include controlling document issuance, receipt, distribution, and archiving; tracking purchase orders, quotations, and delivery records; and maintaining various procurement logs and reports. The position requires coordinating with internal teams and external suppliers regarding document requirements and approvals, monitoring submittal statuses, and ensuring compliance with quality procedures. The role also entails preparing procurement reports, managing electronic and hard-copy filing systems, tracking supplier correspondence, and supporting audits. The company is seeking a candidate with 3-5 years of experience in document control or procurement administration, a Bachelor's degree in a related field, and strong proficiency in Microsoft Office Suite and document control software.
Manage and maintain procurement documentation, records, and filing systems.
Ø Control the issuance, receipt, distribution, and archiving of procurement documents.
Ø Track purchase orders, supplier quotations, material submissions, technical approvals, and delivery records.
Ø Maintain procurement logs, material tracking reports, and procurement status registers.
Ø Coordinate with Procurement Engineers, Buyers, Suppliers, Project Managers, and Site Teams regarding document requirements
Requirements
Ø Diploma or bachelor’s degree in business administration, Supply Chain Management, Engineering, Construction Management, or a related field.
Ø 3-5 years of experience in document control, procurement administration, or project coordination
Ø Excellent document management and record-keeping skills.
Ø Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Ø Experience with document control software, ERP systems, and electronic filing platforms.
Ø Strong data entry and database management skills with high accuracy.
Ø Effective communication skills, both written and verbal.
Ø Ability to prepare procurement logs, trackers, reports, and document registers.
Ø Good coordination and follow-up skills with suppliers and internal departments.
Ø Strong attention to detail and accuracy in document handling.
Ø Time management skills with the ability to manage multiple priorities and deadlines.
Ø Report preparation and analytical skills.
Ø Problem-solving and troubleshooting skills related to document discrepancies and missing information.
Ø Strong sense of responsibility and ownership of documentation
Ø Professionalism and confidentiality in handling project information.
Description
Manage and maintain procurement documentation, records, and filing systems.
Ø Control the issuance, receipt, distribution, and archiving of procurement documents.
Ø Track purchase orders, supplier quotations, material submissions, technical approvals, and delivery records.
Ø Maintain procurement logs, material tracking reports, and procurement status registers.
Ø Coordinate with Procurement Engineers, Buyers, Suppliers, Project Managers, and Site Teams regarding document requirements
and approvals.
Ø Monitor and update material submittal, shop drawing, and approval status records.
Ø Ensure procurement documents comply with company quality management procedures and project requirements.
Ø Prepare procurement reports, document transmittals, and status summaries for management review.
Ø Maintain electronic and hard-copy filing systems ensuring document confidentiality and accessibility.
Ø Track supplier correspondence, contracts, warranties, and material certificates.
Ø Support procurement audits and ensure records are complete and readily available.
Ø Assist in monitoring delivery schedules and procurement timelines to support project milestones.
Ø Maintain and control procurement documentation and records.
Ø Request missing documents and follow up with relevant stakeholders.
Ø Escalate overdue approvals, missing records, or document discrepancies to Procurement Management.
Ø Recommend improvements to document control processes and system