Documentation Specialist

Job Summary

This is a 5 months contract role.

 

Engagement with the candidate shall be project based,  and shall be limited to the documentation build-up (reconstruction) of existing projects with incomplete documentation. He shall be responsible for resolving any billing related documentation issues with the customer and coordinates with the account in – charge. (AR, Sales, Logistics, Service). Engagement period shall be limited to 5 months or upon the completion of documentation build-up whichever comes first.E

Duties and Responsibilities


1.Ensures that covered projects have respective files and/or folders that bear the following documents:

-Client contact forms with names, address, contact numbers, email addresses
-Contact persons and numbers of the following – project managers, site managers, project engineers, document controller/quantity surveyor, accounts payable officer/representative
-Customer Payment flow/Procedure
-Customer Memo’s


2.Ensures that projects of all segments must have their own files and/or folders that bear the following documents and/or information:

-Customer Payment Checklist form
-Customer Purchase Order (PO) or Contract
-Quotes from Third Parties
-Warranty Certificates duly signed and received by client/customer
-Site Delivery Receipts duly signed and received by client/customer
-Invoice duly signed and received by client/customer
-Insurance Bond, letter of credits, CGLI and CARI signed ad received by client/customer
-Testing and Commissioning Reports signed, accepted and received by client/customer
-Drawing signed and received by client/customer
-As built Plan
-Accomplishment reports
-Request for payments
-Statement of accounts
-Certificate of undertaking/Affidavit of payment
-Quit Claim
-Certificate of Completion and Acceptance
-Punchlist form duly signed and received by customer/GPP Engineer
-Blue prints
-Operation Manual
-FAT Test Certificate
-Billing of Quantities
-Receipts
-Summary of payments
-And other documents required by client


3.Coordinates with concerned Sales (Sales Engineers/Internal Sales) and Finance (Accounts Receivable Specialist and Accounts Receivable Officer) Personnel regarding the status of each account/project and ensure that all required documents needed for release of payments are complete and accounted for to ensure timely payments of clients/customers.


4.Coordinates with concerned Service (Service Coordinator) Personnel regarding the status of Testing and Commissioning or T&C to ensure timely billing of T&C and Retention. Ensure weekly submission of Retention/T & C report to AR and Sales/Service Department


5.Coordinates with the customer on the payment checklist requirement and payment procedure


6.Submission of the billing and other documents required by customer

Skill and Experiences

-Candidate must possess at least a Degree of Engineering or equivalent.
-With minimum of 1 year relevant working experience in Document Controlling, records management – billing & technical data in construction or equivalent
-Proficient in Microsoft applications especially in Excel, word, and PowerPoint
-Operational knowledge in construction industry
-Strong verbal and written communication skills
 

Personal Attributes

-Result oriented. Persistent in getting things done in a demanding environment
-Ability to work independently with minimal supervision
-Honest and trustworthy
-Accountable and flexible
-Demonstrate sound work ethics
-Has initiative to improve document control practice in a more efficient manner

Application Information


If this sounds like you, please click the 'apply' button to progress with your application via our Grundfos website.

 

Please note, applications received outside of this system will not be considered.


We look forward to hearing from you.


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