Take full ownership of the establishment, maintenance and management of the project document system, ensuring full compliance with Hong Kong’s engineering archive management standards and industry best practices.
Oversee end-to-end incoming and outgoing document management, with standardized centralized registration, circulation workflow and archiving of all project engineering documents.
Standardize the management of all categories of project documents including drawings, technical specifications, minutes of meetings (MoM), and inter-party correspondences.
Conduct compliance reviews of as-built documentation (including as-built drawings) submitted by contractors and supervising consultants, to verify and guarantee their completeness, accuracy and statutory compliance.
Be responsible for the classified filing and systematic archiving of all variation orders (VO), site instructions and claim-related documents, to enable full traceability and efficient retrieval.
Establish and maintain a robust project document indexing and retrieval system, to ensure highly efficient and convenient document access and audit for the internal project team and relevant government authorities.
Implement and enforce strict document version control protocols, to ensure that only the latest revised and approved versions of drawings and specifications are adopted for on-site application.
Coordinate and support document inspections and audits conducted by Hong Kong statutory authorities including the Buildings Department (BD), Fire Services Department (FSD) and other relevant departments, to ensure zero omission and full compliance of all project acceptance documentation.
Manage highly confidential archives including project contracts, contractual terms and conditions, legal documents and other sensitive materials, with strict implementation of confidentiality classification and access control rules.
Be responsible for the operation of a dual backup system for both hard-copy (physical) and electronic archives, to safeguard the security, integrity and full traceability of all project documents.
Prepare and submit regular document status reports to the project management team, and closely track the circulation and processing progress of critical project documents.
Support the overall project handover process, including the collation, finalization and handover of the complete set of as-built and project completion archives to the employer/property management team.
Ensure all document management practices are carried out in strict compliance with Hong Kong’s Personal Data (Privacy) Ordinance (PDPO) and other relevant statutory regulations on data processing and privacy protection.
Thorough familiarity with Hong Kong’s statutory engineering approval procedures and as-built archive compilation standards; prior experience in an equivalent role is highly preferred.
Exceptional meticulousness and patience, with an uncompromising commitment to upholding the highest standards of accuracy and completeness for all project documentation.
Good proficiency in English reading and writing, with proven competence in the proficient operation of project management software and office automation systems.
Strong service-oriented mindset, with the ability to effectively coordinate and address document-related requirements from multiple project stakeholders.
Proficient in the full suite of Microsoft Office applications; possess basic competence in interpreting engineering drawings and proficiency in operating CAD viewing software; equipped with sound interpersonal communication and coordination capabilities.
Agile thinking, an approachable professional demeanour, a strong sense of responsibility and excellent teamwork spirit; outstanding written and verbal expression skills; fluent in Cantonese, English and Mandarin, with proven ability to conduct effective communication and coordination in all three languages.
