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
-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.


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