Successful candidates will be responsible for (but not limited to):

1. Data Pack Control & Registration

• Maintain and update the Master Data Pack Register, ensuring real‑time accuracy of all structural steel quality packages.
• Receive and review incoming data packs from fabrication, QC, and subcontractors, verifying completeness against project indexes.
• Develop and maintain structured physical and digital filing systems aligned with project breakdowns (structure, drawing number, phase, etc.)

• Serve as the custodian of all original hard‑copy data packs, managing sign‑in/sign‑out processes.
• Generate formal transmittal notes to track document movement between departments, clients, and third‑party inspectors.
• Conduct follow‑ups on overdue data packs and ensure timely return of all files

• Perform high‑volume scanning of reports, Material Test Certificates (MTCs), Non-Destructive Testing (NDT) reports, and signed data packs.
• Index and tag digital files using accurate metadata (Heat Number, Drawing Number, Cast Number, etc.).
• Upload digitized documents to the company’s Electronic Document Management System (EDMS) for secure and accessible storage.

• Identify and report discrepancies such as missing signatures, unclear stamps, or incomplete certifications.
• Assist project teams in compiling final digital and physical handover data books for client submission.

• Zero loss of physical or electronic project documentation
• Accurate and up-to-date document registers
• Digitisation completed within 24–48 hours of receipt
• Zero file naming or indexing errors
• Successful and compliant project handover documentation

Qualifications

• Grade 12 or NQF equivalent
• Secretarial / Administrative Diploma or related qualification
• ISO 9001 Internal Auditing Certificate (advantageous)

Experience

• Minimum of 4 years’ relevant experience in document control, administrative data management, or records administration within structural steel fabrication, engineering, or heavy construction environments, including
• Minimum 2 years’ experience in an administrative or secretarial role 
• Minimum 1 years’ experience in site document and drawing control
• Minimum 1 years’ experience managing quality documentation within construction, fabrication, or engineering projects

Knowledge and Skills

•  Proficiency in Document Management Systems such as ProjectWise and SharePoint
• Strong Microsoft Office skills (Excel, Word, PowerPoint, Outlook)
• Knowledge of EDMS systems and electronic filing practice
• Strong organisational, planning, and time management skills
• Excellent written and verbal communication skills
• Exceptional attention to detail and accuracy
• Ability to multitask and work effectively under pressure
• Strong problem-solving ability and sound judgement
• Ability to work independently and collaboratively within a team
• Valid South African driver’s licence and own, reliable transport
• South African citizenship required

 Technical Proficiency:

• Advanced capabilities with PDF optimization tools such as Adobe Acrobat Pro and Foxit.
• High proficiency in MS Excel for managing comprehensive tracking registers.
• Experience using high-volume scanners and Optical Character Recognition (OCR) software.