Document Coordinator - Subject To Contract Award

Job description / Role

Key purpose

- To provide comprehensive support to the Management team in documentation, establishing and populating a documentation knowledge base for the facility.
- To set rules and procedures for acceptance, cleansing and preparation of documentation to sit in the knowledge base, control of documentation standards and disciplines for their access through the Serco Hub world-wide by authorize personnel.
- The role will include seeking, arranging and depositing documents into the Knowledge base, assisting document access, sharing, control and management in support of operations as well as effecting continuous updates and management of the Knowledge Base.

Structure and reporting relationship

Typically reporting to a Department Manager or Section Lead.

Based on the specific requirement of the role

Key accountabilities

- Support and apply document controls.
- Collate, prepare and lodge documents.
- Provide document management and control support to the team.
- Establishing of document management and controls to ensure structured and auditable filing, retention of know-how, promoting use of Serco Hub technology.
- Provide management controls co-ordination and support activities such as:
- Letters monitoring and response
- Customer complaints register
- Overseeing all documents from different departments and ensuring all is properly organized in accordance to IMS System
- To download all Base Build information from Aconex and organize them as per disciplines where everybody can understand and easily find what they need
- Audit all documents and ensure everything is covered when an internal or third party Audits is taking place
- Ensure documents are registered and tracked all the time
- Point of contact in coordination with third parties in correlation to Fitout Design drawing process
- Carry out other duties as directed by the line manager or member of the senior management team.

HSQE Responsibilities and Information Security Responsibilities

- To exercise a personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organizational HSE responsibilities
- Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
- Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
- Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
- Awareness of the Integrated Management System and the content of the Environment, Quality, Health & Safety and Information Security Policy Statements
- Understanding of personal responsibilities and contribution to achieving compliance with the Integrated Management System requirements, (including but not limited to competence to perform safety critical roles, legal requirements, control measures arisen from environmental impacts and aspects, job safety analysis and information security risk assessment) and the potential consequences of departure from the arrangements in place to deliver the commitments stated in the policies statements above
- Exercises their personal duty of care for their own health, safety and welfare and for those affected by the acts or omissions
- Promotes a good HSQE and Information Security culture among their peers, subcontractors and third parties
- Leads by example and look at ways to conserve energy, water and resources and minimise the generation of waste through personal performance and raise recommendations on how to improve existing processes on this regard within/outside their departments through their Line Manager, Departmental Safety Meetings and any other appropriate available channels
- Protects information assets and data including both electronic and paper based from all threats whether internal, external, deliberate or accidental
- Promotes a good HSQE and Information Security culture among their peers, subcontractors and third parties.

Requirements

Essential technical and professional skills, knowledge and qualifications

Technical and Professional Skills

- 5 years minimum experience in general documents management.
- Previous exposure to Facilities Management environment.
- Preferably SAP User.

Knowledge

- Ability to keep discretion and confidentiality
- Strong organizational skills, detail oriented, and the ability to handle multiple priorities and incidents
- Good literacy and numeracy skills required for the role
- Good communication skills and the ability to manage multiple tasks efficiently and work productively in a fast paced, team oriented environment
- Resourceful and Diplomatic
- Capable in liaising effectively at all levels
- A mature, proactive and responsible approach to work with initiative and problem solving capability
- Ability to liaise in a professional and persuasive manner with staff at all levels in the organization
- Possess a recognised qualification in speed and accuracy typing
- Possess strong PC skills including proficiency with MS Outlook, Word, Excel and Power Point applications and ability to learn new software based applications

Qualifications

- Holder of a degree level qualification or NEBOSH Certificate.
- Ideally a degree holder or high diploma of post-secondary education in a business, management administration or any related discipline.

Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.

About the Company

Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.

Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.

Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.

Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.

We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.

Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.