Job Overview
Role Summary:
Archive Supervisor is responsible for managing and organizing all project-related documents, both physical and digital. This role ensures accurate recordkeeping, version control, secure storage, and timely access to information for project teams, auditors, and legal staff. The position supports compliance with legal and company standards, facilitates audit readiness, and helps maintain document integrity throughout the project lifecycle. It also involves training staff on document systems and improving archiving processes.
Duties and Responsibilities:
- Document Control and Filing
- Receive, categorize, label, and store all project-related documents including drawings, contracts, permits, change orders, inspection reports, and correspondence.
- Maintain both hard copy and digital filing systems in an organized and accessible manner.
- Record Management
- Ensure accurate recordkeeping of all construction-related activities.
- Track revisions and updates to documents and maintain version control.
- Compliance and Legal Requirements
- Ensure documents meet legal, regulatory, and contractual standards.
- Retain records according to company policy and statutory retention schedules.
- Data Entry and Retrieval
- Enter metadata and indexing information into document management systems.
- Retrieve archived documents upon request by engineers, managers, auditors, or legal staff.
- Support to Project Teams
- Provide documentation support to project managers, engineers, contractors, and inspectors.
- Distribute documents to relevant stakeholders, ensuring timely communication and updates.
- Archiving Final Project Documents
- Compile and archive all close-out documentation upon project completion, including as-built drawings, warranties, manuals, and final inspection certificates.
- Security and Confidentiality
- Maintain confidentiality of sensitive documents.
- Control access to records and secure storage of critical project data.
- Digital Archiving and Scanning
- Convert physical documents into digital format via scanning.
- Upload scanned files to document management systems with appropriate tagging.
- Audit Preparation
- Assist in preparing documentation for internal or external audits.
- Ensure documentation trails are complete, traceable, and compliant.
- Maintenance of Archive Facility
- Organize and maintain archive rooms or storage units.
- Implement proper labeling, shelving, and preservation techniques to prevent document degradation.
- Quality Assurance of Documentation
- Review documents for completeness, accuracy, and compliance with internal standards before archiving.
- Flag any discrepancies or missing information to the relevant project team.
- Coordination with Subcontractors and Vendors
- Collect and archive documentation from subcontractors, vendors, and consultants, such as material submittals, safety records, and compliance certificates.
- Use of Document Management Software
- Operate document management systems like Aconex, Procore, SharePoint, or custom enterprise systems.
- Train staff in proper usage of these platforms for uploading and retrieving files.
- Retention and Disposal Scheduling
- Maintain a retention schedule and oversee the safe destruction of documents after the legally required period.
- Ensure documentation is not disposed of without approval and proper logging.
- Creating and Updating Filing Indexes
- Develop and maintain an indexing system for archived materials to ensure easy traceability and access.
- Handling Requests and Inquiries
- Respond to internal or external requests for archived information efficiently and accurately.
- Log and track all requests and ensure timely delivery of documents.
- Disaster Recovery and Backup Procedures
- Ensure proper backup of digital archives and create contingency plans for physical document recovery in case of fire, flood, or other damage.
- Reporting and Documentation Logs
- Maintain logs of received, dispatched, and archived documents.
- Generate regular reports on document status and archive usage statistics.
- Assisting in Claims and Disputes
- Support legal and project teams in retrieving archived documentation relevant to contract disputes, claims, or litigation.
- Continuous Improvement
- Identify areas for improving archiving practices, such as better labeling systems or digitization workflows.
- Recommend and help implement new technologies or processes to enhance archiving efficiency.
Qualifications:
- Diploma or Bachelor’s degree in Administration, Information Management, or a related field
- Proven experience in document control or records management, preferably within the construction industry
- Proficiency in document management software (e.g., Aconex, Procore, SharePoint)
- Excellent organizational skills and high attention to detail
- Strong communication skills and the ability to manage sensitive and confidential information with discretion
- Solid understanding of compliance standards, document retention policies, and audit requirements
- A high level of integrity and professionalism, as confidentiality is a critical aspect of this role
More Information
- Address SK office, Floria City, Koya Road, Erbil
- Salary Offer It will be discussed during the interview
USD It will be discussed during the interview Month How to apply Please send your CV to [email protected] and make sure to include the job title in the email subject line. Applications without a job title in the subject line will not be considered
